Kerala Financial Code Vol.II

Issued by the authority of the Government of KeralaFINANCE DEPARTMENT

THE KERALA FINANCIAL CODE

VOLUME II

THIRD EDITION

(Incorporating amendments upto 31st January 2012)

Price: Rs.

website:www.finance.kerala.gov.in

1

©Government of Kerala

2012

2

CONTENTS

APPENDICES Pages 1—84

FORMS Pages 85—167

APPENDICES

No. Description Page1. List of Heads of Departments .. 1—32. Audit of Receipts and Stores and Stock .. 3

Accounts2A. List of Officers responsible to forward consoli- .. 4

dated stores and stock accounts to the Accoun-tant General

3. Instructions regarding Railway Warrants .. 5—174. Special Rules, restrictions, etc., regarding .. 18—55

particular items of contingent expenditure5. List of items of contingent expenditure .. 56—58

requiring countersignature after payment6. Rules for the administration, supervision .. 59—60

and control of Secret Service expenses7. Instructions for the drawal of discretionary .. 61

grants by the Revenue Officers8. List of places in the State where there is risk .. 62

of Filariasis9. Bank Guarantee Scheme .. 63—71

10. Rules for the grant of immediate relief to the .. 72—73families of officers who die in harness

11. Rules relating to salary deduction scheme of .. 74—84the L.I.C. Premia

FORMS

1-A. Statement showing particulars of officers .. 87occupying Government residential buildings

1-B. Demand statement of rent recoverable from .. 88pay bills of Government employees occupyingGovernment residential buildings in thecharge of the Public Works Department

3

No. Description Page

2. Statement of fines imposed, collected and .. 89refunded in the Court of the Sessions Judges/Magistrate

3. The register of bills sent to local bodies and .. 90other departments

4. Register of objection slips, retrenchment .. 91orders, etc., received from the AccountantGeneral’s Office

4-A. Register of Court attachment of pay, etc. .. 924-B. Register of Inspection Report .. 92

5. Register of special advances .. 936. [Deleted]7. Report of transfer of charge .. 94—978. Acknowledgment of Permanent Advance, .. 98

etc., to be attached to the first salary billof the relieving officer presented after thetransfer of charge

8-A. Acknowledgment of Permanent Advance, .. 99Stock of Books, Furniture, etc.

9. Indemnity Bond .. 99—1009-A. Register of Increments .. 1019-B. T. A. Check register .. 10210. Register of contingent charges .. 103

10-A. Register of recurring charges .. 10411. Detailed countersigned contingent bill .. 105—10712. Statement of supplies made .. 10813. Indent for Stores .. 109—11114. [Deleted]15. Register of Tenders .. 11216. Day Book of Stores .. 11317. Stock book of stores and dead stock .. 11418. Stock Account of furniture and other office .. 115

stores19. Stock Register of books and periodicals .. 11520. Auction Register .. 116

20-A. Sale Account .. 11721. Survey Report of Stores .. 118

ii

4

No. Description Page

22. Report of surplus stores for disposal .. 11923. Register of immovable Government properties .. 120—121

23-A. Detailed Estimate .. 12224. Completion Report .. 122

24-A. Register showing the details of beriz deduction .. 123and tasdic allowance

24-B. Register for watching utilisation of grants-in-aid .. 12424-C. [Deleted]

25. Warning Notice .. 12525-A. Application form for advance for the purchase

of motor car/ motor cycle/scooter .. 125—12726. Form of agreement to be executed at the .. 128—129

time of drawing an advance for thepurchase of a motor car/motor cycle/scooter

27. Form of mortgage bond for a motor car/ .. 129—132motor cycle/scooter on account of which aGovernment servant has drawn an advance

27-A. Form of Supplementary Mortgage Bond to .. 132—135be executed when a Government servantsells a car before completing repayment ofan advance and purchase another car outof the sale proceeds

27-B. Supplementary Mortgage Bond .. 136—13927-C. Form of Mortgage Deed to be executed when .. 140—141

a Government servant is sent on deputationoutside India before an advance drawn byhim for the purchase of a motor conveyanceis completely repaid

28. [Deleted] 29 to Relate to House Construction Advance and39. included in the said rules issued separately40. Form of application by a Government servant .. 142—143

for an advance for the purchase of a cycle41. Agreement form (cycle advance) .. 143—14442. Bill for advances for replacing missing .. 145

boundary marks43. Register of fidelity guarantee policies .. 14644. Form of utilisation certificate .. 147

iii

5

No. Description Page45. Register of Promissory Notes, etc., deposited .. 148

for safe custody46. Particulars of promissory notes, etc. forwarded .. 148

to the District Treasury Officer for safe custody 47. Report of damage to immovable Government .. 149

property to be sent to the AccountantGeneral

48. Log Book (Register of motor cars/motor .. 150boats)

48-A. Summary of Log Book .. 15148-B. D.C.B. Register .. 15148-C. Maintenance and repair account .. 15249 to Relate to House Construction Advance Rules

52. and included in the said rules issuedseparately

53. Register of Advances .. 15353-A. Schedule of recoveries of Festival Advances/ .. 154—155

Onam Advance53-B. Annual statement of Onam Advance .. 156—15853-C. Schedule of deduction towards Onam .. 159

Advance to Gazetted Officers from the pay54. Bond to be executed by surety (T. A. advance) .. 160—161

to the family of officers who dies while inservice

55. Form of bond to be executed by grantees .. 161—163with sureties—Grant-in-aid and contri-butions

55-A. Form of Bond to be executed by grantees .. 163—164without sureties—Grant-in-aid and contri-butions

55-B. Register for watching utilisation of loans/ .. 165advances

56. [Deleted]57. Form of written undertaking to be executed .. 166—167

by an undertaking/corporation owned whollyby the State Government at the time ofsanctioning a loan

iv

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THE KERALA FINANCIAL CODE, VOLUME II

APPENDIX 1

(See Chapter I, Article 3 and Chapter XI, Article 258)

List of Heads of Departments

1. Secretaries, Additional Secretaries, Joint Secretaries toGovernment (including Secretary, Legislature Secretariat)

2. Secretary to Governor and Comptroller, Governor’sHousehold

3. Development Commissioner4. Board of Revenue5. Transport Commissioner6. Chairman, Kerala Public Service Commission7. Chief Justice of the High Court in respect of High Court8. The High Court in respect of other Courts9. Advocate General

10. Examiner of Local Fund Accounts11. Director of Public Relations12. Director of Public Instruction13. Director of Collegiate Education14. Director of Technical Education15. Commissioner for Government Examination16. Chief Engineers17. Chief Conservator of Forests18. Director of Industries and Commerce19. Director of Health Services20. Principals, Medical Colleges21. Director of Indigenous Medicines22. Principals, Ayurveda Colleges23. Director of Agriculture24. Director of Soil Conservation25. Inspector General of Police26. Inspector General of Prisons27. Inspector General of Registration28. Labour Commissioner29. Industrial Tribunals30. Presiding Officer, Labour Courts31. Chief Inspector of Factories and Boilers32. Registrar of Co-operative Societies33. Director of Animal Husbandry

7

34. Director of Dairy Development35. Director of Fisheries36. Director of Municipal Administration

Substitution [G.O. (P) 1465/98//Fin., dated 19th May 1998]37. Director of Panchayats38. Director of Bureau of Economics and Statistics39. Director of Printing and Stationery40. Director of Harijan Welfare41. Director of Tourist Department42. Director of Employment and Training43. Director of Fire Forces44. Director of Treasuries45. Director of State Lotteries46. Director of Vigilance Investigation47. Director of State Water Transport Department48. Director of Museums and Zoos49. Director of Archaeology50. Director of Mining and Geology51. *Director of National Cadet Corps52. Chairman, Kerala Sales Tax Appellate Tribunal, Trivandrum53. “Director of Insurance”

[G.O. (P) No. 706/79/Fin., dated 6th August 1979]54. Commissioner for Hindu Religious and Charitable

Endowment Fund55. State Port Officer56. Drugs Controller57. Controller of Weights and Measures58. Chief Town Planner and Consulting Architect59. State Editor, Kerala Gazetteers60. “Director, Rajya Sainik Board”

[G.O. (P) No. 1102/79/Fin., dated 21st October 1979]61. Chief Electrical Inspector to Government62. Secretary to Official Language (Legislative) Commission63. Government Arbitrator for Public Works and Public Health

Engineering Departments64. Director of Civil Supplies65. Chemical Examiner to Government66. Director of Coir Development

[G.O. (P) 96/80/Fin., dated 28th January 1980]67. Director of Handloom

[G.O. (P) 96/80/Fin., dated 28th January 1980]68. “Member-Secretary, State Planning Board”

[G.O. (P) 644/81/Fin., dated 13th October 1981]69. “Principal, Government Homoeopathic Medical College, Calicut.”

[G.O. (P) No. 23/82/Fin., dated 15th January 1982]

*The post is held by a Military Personnel exercising the powers of Head ofDepartment in respect of specified items only.

APPENDIX 1

8

70. Director of Archives [G.O. (P) 296/84/Fin. dated 12th June 1984]

71. The Secretary (Taxes) I, Agricultural Income Tax and Sales TaxDepartment, Board of Revenue

[G.O. (P) 400/90/Fin. dated 25th July 1990]72. Secretary (Excise), Board of Revenue

[G.O. (P) 397/90/Fin. dated 20th July 1990]73. Director, Kerala Urban Development Project

[G.O. (P) No.295/93/Fin. dated 28th April 1993]74. The Director of Higher Secondary Education

[G.O. (P) 526/94/Fin. dated 14th September 1994]75. The State Librarian, Trivandrum Public Library

[G.O. (P) 390/95/Fin. dated 13th June 1995]76. The Controller of Stationery

[G.O. (P) 1205/97/Fin. dated 3rd December 1997]

APPENDIX 2(See Chapter II, Article 39 and Chapter VI, Article 162)

AUDIT OF RECEIPTS AND STORES AND STOCK ACCOUNTSDuties of the Comptroller and Auditor General of India in

relation to the audit of receipts [vide Clause 16 of theComptroller and Auditor General’s (Duties, Powers

and Conditions of Service) Act, 1971]

It shall be the duty of the Comptroller and Auditor General ofIndia to audit all receipts which are payable into the ConsolidatedFund of India and of each State and of each Union Territory having aLegislative Assembly and to satisfy himself that the rules and proceduresin that behalf are designed to secure an effective check on theassessment, collection, and proper allocation of revenue and are beingduly observed, and to make, for this purpose, such examination ofthe accounts as he thinks fit, and report thereon.

Audit of Stores and Stock Accounts

The audit of Stores and Stock Accounts will be conducted by theComptroller and Auditor General in accordance with the provisions inClause 17 of the Comptroller and Auditor General’s (Duties, Powersand Conditions of Service) Act, 1971, an extract of which is given below:

“The Comptroller and Auditor General of India shall haveauthority to audit and report on the accounts of stores and stock kept in any office or department of the Union or of a State”.

APPENDIX 1

9

APPENDIX 2 A(See Chapter VI, Article 249)

List of Officers responsible to forward Consolidated Storesand Stock Accounts to the Accountant General

1. Director of Agriculture2. Director of Animal Husbandry3. Director of Ports

4. Director of Fisheries

5. Director of Harijan Welfare

6. Director of Public Relations

7. Director of Health Services (Government Medical Stores,Trivandrum)

8. Director of Health and Transport

9. Director of Homoeopathy

10. Director of Indian Systems of Medicines

11. Principal, Ayurveda College, Trivandrum

12. Principal, Ayurveda College, Tripunithura

13. Inspector General of Police

14. Director of Fire Force

15. Director of Industries and Commerce

16. Industries Development Commissioner

17. Administrative Medical Officer (E. S. I. Scheme)

18. Additional Secretary, Board of Revenue (Excise), Opium,Ganja, Clothing, Uniforms, etc.

19. Superintendent of Government Presses

20. Controller of Stationery

21. Inspector General of Prisons

22. Superintendent, Central Stamp Depot, Trivandrum

23. District Treasury Officers (non-postal stamps etc.) [G.O. (P) No. 231/83/Fin., dated 2nd May 1983]

APPENDIX 2A

10

APPENDIX 3(See Chapter IV, Article 86)

Instructions regarding Railway warrants

NOTE:—Normally for journeys costing less than Rs. 5 no warrants shall be issued and in lieu thereof cash payments may be made

by drawing office advances. Otherwise regular T. A. Bills should be preferred.

1. Railway warrants are in the Standardised Form, a sample ofwhich is appended to these instructions (See Annexure). They will beaccepted without question by Station Masters or Booking Clerks as acash payment for value of tickets supplied, provided that the ruleprinted on the reverse of the foil headed “For Railway” are observed.

2. (i) The foils of each form should be machine-numbered as inthe case of cheque books. The book also should be numbered.

(ii) One book of forms will be supplied to each chargingstation or unit.

(iii) On the inside of the cover of each book the followinginformation will be noted:

Book No............................................Warrants No.................................to No........................issued to the SubInspector in charge of...................................................Station/Officer incharge of...........................unit on..........................

“Superintendent of Police/Commissioner of Police.”[G.O. (P) 646/80/Fin., dated 23rd September 1980]

Date of receipt back from the Sub Inspector/Officer in charge of...............................unit.

“Superintendent of Police/Commissioner of Police.”[G.O. (P) 646/80/Fin., dated 23rd September 1980]

3. On receipt of a book of forms, the Sub Inspector/Officer in chargewill be responsible for examining it and satisfying himself thatit is perfect in all respects. If he finds any defects therein, he shouldat once report the matter to the “Superintendent of Police/Commissionerof Police” and also return the book. The Superintendent shouldat once supply the Sub Inspector/Officer in charge with another bookand investigate the cause of the defects found in the book returned.

[G.O. (P) 646/80/Fin., dated 23rd September 1980]

APPENDIX 3

11

4. The used-up books will be preserved for a period of threeyears.

5. Railway warrants will be made out in English. Separatewarrants should be used for contingent and travelling allowancecharges and the warrants for travelling allowance charges shouldmention the name or names of individuals (with designation).The foil headed “For Record” will be retained in the office of issue, andafter completion of columns 1 to 3, the remaining two foils will be handedover to the officer in charge of the travelling party, who willfill up column 4 in each, sign the Railway foil and present thereboth at the Railway Station. The railway authorities will then issuethe tickets required and also return the foil “For Superintendent ofPolice/Commissioner of Police” with the blanks filled in. This foilwill be sent by the officer in charge of the party to the officer in chargeof his station or unit, who will collect together all the foils received inthe course of the month and attach them to the travelling allowanceor contingent bill of his station as the case may be.


6. The coaching carriage bills claiming the charges due on thecost of Railway Warrants may be presented by the Railway Administrationto the head of office with the counterfoils of the warrants with the requestfor cash payment.


7. (i) Careful attention should be paid to the rules on the reverse ofthe foil headed “For Railway” of the form of railway warrants.

(ii) Whenever possible, railway warrants shall be issued atthe station of departure for the return journey also.

(iii) No one above the rank of Circle Inspector or Officers ofcorresponding rank is entitled to travel under these warrants and, ifpresented by an officer above that rank or by an officer not in uniform,tickets will be refused.

(iv) Railway warrants may be used for the conveyance oftappal to officers in camp provided that expense or time can be savedthereby.

8. An officer issuing railway warrant should invariably enterthe following particulars on it:

(i) Name and/or number of Police Officer and nature of duty. (ii) Reasons for travelling by mail train.(iii) In the case of transfer, whether it is on public grounds or at

the request of the officer or for misconduct. (iv) If a Constable is sent to obtain an extract of previous

convictions, why he is sent instead of obtaining the information by post.

APPENDIX 3

12

(v) In the case of treasure escorts, the weight of treasure andnumber and date of luggage ticket, which should be entered on therailway warrants for both the forward and return journeys.

9. When prisoners are taken by rail, separate railway warrantshall be issued for the prisoners and the Policemen who escort them.

10. Prisoners shall not be sent by mail or express trains exceptfor special reasons.

11. (i) Reserved Accommodation for Civil Prisoners.—(a) Whenthe number of civil prisoners and escorts exceeds five a third classcompartment will be reserved, whether the reserved compartment isasked for or not, at the same fares as applicable to the public, subjectto a minimum charge of Rs. 6 per compartment. The number ofprisoners and escorts in the reserved compartment should not exceedthe carrying capacity.

(b) When the party does not exceed five in number, it maybe accommodated with ordinary passengers, provided the prisonersare not insane, violent or dangerous.

(c) When reserved accommodation is required to be providedthe necessary notice prescribed in Rule 101* of I. R. C. A. CoachingTariff No. 17 should be given.

* Extract of Rule 101 of I. R. C.A. Coaching Tariff No. 17.

101. Reserved Accommodation:—(1) Reserved compartments or carriages will besupplied when available, and provided there is sufficient room on the trains if, notless than 48 hours’ notice is given to the Station Master of the station from whichthe reservation is to be made.

(2) Reserved compartments or carriages are not guaranteed.

(3) Parties requiring such accommodation need not be members of the samefamily.

(4) Tickets issued at concession rates are accepted as equivalent to fully paidordinary tickets in calculating payment for reserving accommodation in the classfor which the concession ticket is held. In the case of return tickets each half of thereturn ticket is accepted as a fully paid ticket for purpose of reserving the requiredaccommodation.

(5) Air-conditioned, first, second and third class half-tickets issued tochildren will be treated as equivalent to half fares only, i. e., two half-tickets heldby children will be considered as one seat or berth of the total number of seats ofberths required to reserve either compartments or carriages.

(6) The reservation of compartments or carriages will be order of priority ofapplications.

(7) The charges for reserved compartments or carriages are as follows:(i) on the broad and metre guage railway system:

APPENDIX 3

13

(d) Police escorts may transfer their tickets to relievingescorts en route.

(ii) Prisoners, Insane Persons and Escorts.—(a) Military prisonersin all cases, civil prisoners, if insane, violent or dangerous, and other partiesof prisoners and escorts when, inclusive of escorts, the parties exceed fivein number, must travel in reserved compartments.

(b) Such parties cannot however be provided with reservedaccommodation in trains composed entirely of open corridor stockunless sufficient notice is given to enable arrangements to be made toprovide vehicles with small compartments.

(c) Any reserved accommodation for conveyance of prisonersand escorts must be first filled up by subsequent parties of prisonersand escorts before a second or more compartments are reserved atstations in advance.

(d) When reserved accommodation is required to be providedunder these rules the notice prescribed must be given.

(e) The details of charges for reserved accommodation may beseen in Rule 101 of I. R. C. A. Coaching Tariff No. 17 vide sub-para 1 (c) above.

(f) Insane passengers, other than as provided for above are notallowed to mix with other passengers, but their attendants must be requiredto engage reserve accommodation on payment of fullschedule rates for the class of accommodation used.

Air-conditioned and first class—

For a compartment in or a four-wheeled or bogie carriage—

Fares for the actual number of persons travelling subject to a minimumnumber of fares according to the number of berths in each compartment or carriage.

Second and Third class—

For a compartment in or four wheeled or bogie carriage—

Fares for the actual number of persons travelling subject to a minimumnumber of fares according to the marked seating capacity in compartments orcarriages.

(ii) On the narrow gauge railway system.

Upper and lower classes—

Fares for the actual number of persons travelling subject to a minimumnumber of fare according to the marked seating capacity in compartments or carriages.

APPENDIX 3

14

12. For all journeys by rail performed by Head Constables andConstables it will be presumed that railway warrants were usedexcept in cases involving work of a confidential nature. The necessarydeduction on account of the payments made to the Railway Admini-stration should invariably be made from the detailed travellingallowance bills. Daily allowances alone will be allowed for HeadConstables and Constables travelling on warrants and in cases whererailway warrants are not used the cost that would be incurred ifrailway warrants had been used will be allowed. But the reason fornot using the warrants should be noted in the column for remarkswhen railway fare is claimed in travelling allowance bills.

13. The Railway Administration will be paid Rs. 65 per 100 warrantsissued to compensate for the extra work and extra expenditure caused bythe system of exchanging warrants.

(8) Charges for reserved carriages in ordinary train service for students ofrecognised Educational institutions are as follows:

Concessional fares for the actual number of persons travelling subject to oneof the following minima—

(i) Concessional fares on the full carrying capacity of the bogie; or(ii) Full fares for 60 per cent of the carrying capacity.

NOTE.—The students parties in reserved carriages may include teachers or professorsat the rate of one teacher or professor per ten students.

APPENDIX 3

15

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APPENDIX 3B

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APPENDIX 3R

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18

APPENDIX 3B

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may

be

nec

essa

ry)

1.Es

cort

of

pris

oner

s..

2.Es

cort

of

Gov

ernm

ent

Trea

sure

..3.

Tran

sfer

..4.

Oth

er d

uty

(Nat

ure

to

be s

peci

fied)

..

(Sig

natu

re a

nd d

esig

natio

n o

fIs

suin

g O

ffic

er)

NO

TES:

—1.

Col

umns

1, 2

and

3 m

ust

be f

illed

up

by

the

Off

icer

iss

uing

the

war

rant

. C

olum

n 4

mus

t be

fill

edup

by

the

Offi

cer-i

n-ch

arge

of

the

par

ty.

Col

umns

5,

6 a

nd 7

mus

t be

fill

ed u

p b

y th

e

Rai

lway

staf

f an

d th

e re

quis

ition

afte

r b

eing

co

mpl

eted

sh

ould

be

fo

rwar

ded

to

the

Rai

lway

A

ccou

nts

Off

ice

as

dire

cted

by

loca

l in

stru

ctio

ns.

2.C

harg

es f

or e

xces

s p

erso

nal

lugg

age

of

polic

emen

are

not

aut

horis

ed b

agga

ge c

harg

es,

and

mus

tno

t be

inc

lude

d in

thi

s fo

rm b

ut p

aid

for

by t

he o

wne

rs i

n c

ash.

3.Fo

r in

stru

ctio

ns s

ee A

ppen

dix

4, i

tem

4.

Offi

ce S

tam

p

19

Cre

dit N

ote

To

The

Acc

ount

ant-G

ener

al,

Cer

tifie

d th

at t

he a

ccom

mod

atio

n sh

own

in co

lum

n 4

has

bee

n p

rovi

ded.

Pay

to

the.

......

......

......

......

......

......

......

......

......

......

......

....R

ailw

ay A

dmin

istra

tion

or

orde

r th

e su

m o

f Ru

pees

......

......

......

......

......

......

......

......

......

......

......

... as

parti

cula

rised

abo

ve.

Rupe

es...

......

......

......

......

......

......

......

......

......

...St

atio

n....

......

......

......

......

......

......

......

......

Dat

e.....

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

.

....

......

......

......

......

......

......

......

......

......

......

......

.....

(Sig

natu

re o

f St

atio

n M

aste

r or

Cle

rk)

(Si

gnat

ure

or t

hum

b im

pres

sion

of

Off

icer

tra

velli

ng i

n ch

arge

of

Polic

e)

Reve

rse

of

foil

hea

ded

“Fo

r Ra

ilway

” o

f th

e fo

rm o

f Po

lice

Req

uisi

tion

and

Rai

lway

War

rant

.1.

All

war

rant

s m

ust

bear

nam

e o

f th

e d

istri

ct a

nd S

tate

and

the

des

igna

tion

of

the

issu

ing

off

icer

mus

t i

nvar

iabl

y b

e g

iven

. W

arra

nts

will

be

is

sued

by

th

e R

eser

ve

Insp

ecto

r o

r S

ub

Insp

ecor

at

he

ad-

quar

ters

and

by

suc

h In

spec

tors

and

Off

icer

s-in

-cha

rge

of

the

Pol

ice

Sta

tion

as

are

sup

plie

d w

ith b

ooks

for

the

pur

pose

.2.

No

one

abo

ve th

e ra

nk o

f C

ircle

Ins

pect

or a

nd o

ffic

ers

of c

orre

spon

ding

ran

k is

ent

itled

to tr

avel

und

erth

ose

war

rant

s,

and

suc

h a

w

arra

nt

if

pres

ente

d b

y a

ny

polic

e o

ffic

er

abov

e t

hat

ran

k,

mus

t b

ere

fuse

d.3.

As

mem

bers

of

the

Rai

lway

Pol

ice

are

giv

en f

ree

pas

ses,

they

are

not

allo

wed

to

trav

el o

n th

ese

war

rant

s.

But

R

ailw

ay

Polic

e m

ay

use

the

se

war

rant

s f

or

the

con

veya

nce

of

all

pris

oner

s w

heth

erco

nnec

ted

with

R

ailw

ay

case

s o

r n

ot.

The

Rai

lway

Po

lice

Off

icia

ls

can

als

o u

se

thes

e w

arra

nts

whe

nre

quire

d to

und

erta

ke j

ourn

ey b

eyon

d th

e p

lace

s co

vere

d b

y th

e fr

ee p

asse

s is

sued

to

them

.4.

All

entri

es m

ust b

e in

ink.

All

alte

ratio

ns m

ust b

e at

teste

d, a

nd n

o er

asur

es m

ay b

e m

ade.

If

any

war

rant

is r

ende

red

ille

gibl

e o

win

g to

cor

rect

ion

or

othe

rwis

e, i

t m

ust

be c

ance

lled

and

a f

resh

one

iss

ued.

Stat

ion

Stam

p

APPENDIX 3

20

5.G

reat

car

e m

ust

be t

aken

to

see

that

the

num

bers

in

colu

mn

4 a

re c

orre

ct.

In t

he e

vent

of

the

actu

alnu

mbe

r tra

velli

ng b

eing

les

s th

an t

he n

umbe

r en

tere

d in

col

umn

3,

the

per

son

in c

harg

e sh

all

alte

r th

e e

ntrie

s in

colu

mn

3 t

o ag

ree

with

tho

se i

n co

lum

n 4

and

sha

ll si

gn t

he a

ltera

tion,

or

if u

nabl

e to

writ

e he

sha

ll ta

ke i

t to

the

near

est

offic

er e

mpo

wer

ed t

o is

sue

war

rant

s w

ho s

hall

cor

rect

and

sig

n it

for

him

.6.

In e

xcha

nge

for

thes

e w

arra

nts

ordi

nary

tic

kets

of

the

cla

ss r

equi

red

will

be

issu

ed a

nd t

he w

arra

ntsu

bmitt

ed b

y th

e st

atio

n to

the

cas

h o

ffic

e w

ith t

he C

ash

Rem

ittan

ce N

ote.

7.W

arra

nts

sha

ll b

e tr

eate

d a

s c

ash

and

for

war

ded

by

the

railw

ay a

dmin

istra

tion

to t

he A

ccou

ntan

t-G

ener

al o

f th

e St

ate

to w

hich

the

pol

ice

party

bel

ongs

as

vouc

hers

for

adj

ustm

ent

of t

he a

mou

nts

in t

he a

ccou

nts

and

the

Acc

ount

ant-G

ener

al w

ill p

ay th

e am

ount

due

to th

e ra

ilway

adm

inis

tratio

n at

onc

e, e

ither

in c

ash

or

by b

ook

adju

stm

ent

subj

ect

to s

ubse

quen

t ad

just

men

ts a

s re

gard

s ov

er a

nd u

nder

cha

rges

, if

any

, br

ough

t to

not

ice

with

insi

x m

onth

s of

the

dat

e of

pre

sent

atio

n o

f th

e bi

ll b

y th

e ra

ilway

adm

inis

tratio

n. H

e w

ill t

hen

forw

ard

the

war

rant

sto

the

con

trolli

ng o

ffice

r, fo

r sc

rutin

y a

nd c

ount

ersi

gnat

ure

and

will

brin

g th

e a

mou

nt f

inal

ly t

o b

ook

afte

r it

has

been

pas

sed

by

that

offi

cer

taki

ng t

o th

e a

ppro

pria

te s

ervi

ce h

ead

any

ch

arge

s, e

. g. f

reig

ht o

n p

rison

er’s

effe

cts

or e

xhib

its i

n a

crim

inal

cas

e, w

hich

are

not

deb

itabl

e to

the

Pol

ice

Bud

get.

Any

ded

uctio

ns f

ound

to

be

nece

ssar

yby

the

Sup

erin

tend

ent

of P

olic

e ow

ing

to t

he i

mpr

oper

use

of

war

rant

s w

ill b

e re

cove

red

by

him

fro

m t

he o

ffic

erre

spon

sibl

e a

nd n

ot b

y th

e A

ccou

ntan

t-Gen

eral

fro

m t

he R

ailw

ay a

dmin

istra

tion.

(To

be r

etur

ned

to t

he O

ffice

r-in

-cha

rge

of

the

par

ty b

y th

e S

tatio

n M

aste

r)

(For

Sup

erin

tend

ent

of P

olic

e)

Book

No.

......

......

......

......

......

......

......

..(T

o b

e m

achi

ne-n

umbe

red)

Seria

l No.

......

......

......

......

......

......

......

..(T

o b

e m

achi

ne-n

umbe

red)

Dat

e.....

......

......

......

......

......

......

......

......

.....2

0

Hea

d o

f A

ccou

ntde

bita

ble..

......

......

......

......

......

......

......

......

......

......

......

.A

ccou

nts

Off

icer

with

who

m a

djus

tabl

e....

......

......

......

......

......

......

......

.....

(Sta

mp

of)..

......

......

......

......

......

......

...Po

lice

Offi

ce...

......

......

......

......

......

......

......

......

......

.Dist

rict

Ker

ala

Stat

e

APPENDIX 3

21

Rai

lway

War

rant

ToTh

e S

tatio

n M

aste

r, ...

......

......

......

......

......

......

......

......

......

...St

atio

n.Si

r,C

onve

yanc

e b

y ra

ilway

is

requ

ired

for

the

und

erm

entio

ned,

pro

ceed

ing

on

dut

y fr

om...

......

......

......

......

......

..to

......

......

......

......

......

......

......

......

......

......

......

......

......

......

...vi

a.....

......

......

......

......

......

......

......

......

......

......

......

......

......

.by

mai

l/ord

inar

y tra

inon

pre

sent

atio

n o

f th

is w

arra

nt:—

Ran

ks a

nd n

ames

of

men

for

who

mco

nvey

ance

is

requ

ired

(in

case

of

pris

oner

s, st

ate

cla

ss o

f pr

ison

er,

i. e.

, un

der

trial

, co

nvic

t, et

c.,

unde

rco

lum

n ‘R

ank’

)

Cla

ss f

orw

hich

acco

mm

o-da

tion

isre

quire

d

Num

ber

ofpe

rson

s fo

rw

hom

con

-ve

yanc

e is

auth

oris

ed(N

ot t

o b

eex

ceed

ed)

Act

ually

prov

ided

with

con

vey-

ance

(Num

ber

clas

s-w

ise)

Rat

eA

mou

nt

Indi

vi-

dual

num

bers

of t

icke

tsis

sued

12

34

56

7

Rank

Dist

rict

No.

Nam

e

APPENDIX 3

22

Bag

gage

(Se

e N

ote

2)

Nat

ure

Wei

ght

Am

ount

Purp

ose

of

jour

ney

(del

ete

as

may

be

nec

essa

ry)

1.Es

cort

of

pris

oner

s..

2.Es

cort

of

Gov

ernm

ent

Trea

sure

..

3.Tr

ansf

er .

.4.

Oth

er d

uty

(nat

ure

to

be s

peci

fied)

..

(Sig

natu

re a

nd d

esig

natio

n o

fIs

suin

g O

ffic

er)

NO

TE:—

1.C

olum

ns

1, 2

an

d 3

m

ust

be

fille

d u

p b

y th

e O

ffic

er

issu

ing

the

war

rant

. C

olum

n 4

m

ust

befil

led

up

by

Off

icer

-in-c

harg

e o

f th

e p

arty

and

col

umns

5,

6 a

nd 7

by

the

Sta

tion

Mas

ter

who

w

ill

retu

rn

the

for

m

afte

r c

ompl

etio

n to

th

e O

ffic

er-in

-cha

rge

of

the

par

ty

who

w

illfo

rwar

d it

to

the

Dis

trict

Sup

erin

tend

ent

of P

olic

e.

2.C

harg

es o

r ex

cess

per

sona

l lu

ggag

e o

f po

licem

en a

re n

ot a

utho

rised

bag

gage

cha

rges

and

m

ust

not

be i

nclu

ded

in t

his

form

but

pai

d fo

r by

the

ow

ners

in

cas

h.

Offi

ce S

tam

p

Stat

ion

Sta

mp

(Sig

natu

re o

f St

atio

n M

aste

r,Is

suin

g o

r B

ooki

ng C

lerk

)

APPENDIX 3

23

APPENDIX 4(See Chapter V, Articles 92 and 93)

Special Rules, Restrictions, etc., regarding particularitems of contingent expenditure

General:—The term ‘Government’ referred to in this Appendix shall beconstrued as ‘Government’ in the Administrative Department except in thefollowing cases:—

(i) Expenditure which exceeds Rs. 25,000 in respect of purchasesof stores other than for works;

(ii) Expenditure of a recurring nature; unless otherwise providedin the code and rules made thereunder.

(iii) Expenditure which has not been provided for in the budget;

(iv) Where relaxation of any financial rule is necessary; and

(v) Special cases.

NOTE:—The concurrence of the Finance Department will be necessaryin respect of the items referred to under the ‘exception’.

1. Advertisement The rates of charges should be approved by thecharges Director of Public Relations.

2. Arms and Sanction of Government should be obtained forAmmunition purchasing arms and ammunition required

by any dept.

Exception:—The Inspector-General of Police isauthorised to sanction replacement of tear-smoke ammunition up to Rs. 300 on eachoccasion.

3. Batta to com- Government servants who are summoned toplainants, give evidence in their official capacity arewitnesses, etc. entitled to travelling allowance and batta at

the rates prescribed in the Kerala ServiceRules.

Sl. No.of

items

Descriptionof charge

Explanations, special rules andrestrictions

(1) (2) (3)

APPENDIX 4

24

The Court shall not, however, make any pay-ment in such cases but shall grant them certi-ficates setting forth that they appeared todepose to facts coming to their knowledgein their official capacity, the date on whichthey appeared and the period for which theywere detained, so as to enable them to drawtravelling allowance and batta underRule 86, Part II of the Kerala Service Rules.

4. Batta to convic- Batta at the rates specified below may be paidted prisoners, to prisoners, and civil debtors—under trial (1) Batta to A and B class At Re.1 per headprisoners and convicted prisoners per day if thecivil debtors and special class journey will be

under trial prisoners completed nextmorning andRs. 2 per headper day other-wise.

(2) Batta to ‘C’ class con- At 75 P. per headvicted prisoners and per day if theordinary under trial journey will beprisoners completed next

morning andRs. 1.25 perhead per dayotherwise.

(3) Batta to civil prisoners At 75 P. per headper day if thejourney will becompleted nextmorning other-wise Rs. 1.25per head perday.

NOTE:—1. Prisoners released from the jailwho have to proceed distanceof more than 8 km. by road ormore than 3 hours journey byrail or other mode of conve-yance will be given batta asspecified above.

Sl. No.of

items



(1) (2) (3)

APPENDIX 4

25

Every prisoner (except an Indian Mili-tary prisoner) whose destination afterrelease is on or near a line of railwayshall be supplied with a railwayticket of the lowest class or train fareto the station nearest to his home orat which he was convicted, as theSuperintendent may decide.

When a journey has to be made byboat or steamer the prisoner shall beprovided with a passage or passagemoney to halting place nearest to hisdestination at the lowest rate.

Sick prisoners on release, if unable totravel on foot, shall be provided witha cart or cart-hire as may benecessary.

NOTE:—2. Each youthful offender on his releasefrom the Borstal School or Bala-mandir, will be granted allowanceas per the rules detailed below :

(a) An inmate whose home or theplace where he/she secured employ-ment is on or near a RailwayStation shall, on release besupplied with a railway ticketof the lowest class or train fareto the station nearest to theplace of destination.

(b) When the whole or any part of thejourney has to be made in con-veyance other than by rail she/he shall be paid passage moneyfor travel by the lowest class insuch conveyance to the stationnearest to the place of destination.

(c) Every boy who has to proceed to adistance of more than 8 km. byroad or more than three hoursjourney by rail or other mode of

Sl. No.of

items



(1) (2) (3)

APPENDIX 4

26

conveyance shall be given sub-sistence allowance at the rate of75 P. per head per day if thejourney will be completed nextmorning or Rs. 1.25 otherwise.

(d) When the journey has to be madeon foot, 24 km. by road shall beregarded as a full day’s journey.

5. Bedding and The Superintendent, Borstal School and Bala-clothing to mandir is competent to make the periodicalthe inmates of supplies of all the articles to the inmatesthe Borstal within the sanctioned scale and within theSchool and budget allotment. Boys who are employedBalamandir on work which will specially soil their

clothing may, at the discretion of the Supe-rintendent, be supplied with extra clothing ofsuitable sort for wear during working hours(e.g. water-proof hoods for boys working inthe garden, aprons for those working in thepress and occasionally in the kitchen).Extra clothing and bedding shall be issued tothe sick boys on the recommendation of theMedical Officer.

6. Belts and badges Heads of Departments and District Collectorsare authorised to sanction the purchase ofbelts and badges. Belts may be renewed oncein four years in the case of daffadars and twoyears in the case of peons.

Renewals of belts at shorter intervals or ofbadges may be made, subject to recovery ofcost if such renewal is necessitated by care-lessness or other avoidable cause. Thecontingent bills in which charges are drawnfor such renewals should furnish particularsof last supply or renewal.

7. Binding charges The binding work of each office will, as a rulebe attended to by the office Mochees or Binder.If there is no such official on the establish-ment, the work may be entrusted either to theGovernment Press, or to private agencies if

Sl. No.of

items



(1) (2) (3)

APPENDIX 4

27

the Government Press is unable to undertakethe work, or if the charge does not exceedRs. 500 at a time. In cases in which thecost of binding work, done by private agencyexceeds Rs. 500 at a time, the charge shouldbe supported by a certificate from the Supe-rintendent, Government Presses to the effectthat the work could not have been undertakenby him without prejudice to other Govern-ment work already in hand.

Exception.—The following departments and officesare exempted from the operation of this rule—(1) The Office of the Board of Revenue and

Collectors.(2) Registration Department.(3) Judicial Department.(4) Chief Engineer’s Office.

NOTE:—1. In all cases where binding is done or purchase of materials is made through private agency and if the cost exceeds Rs. 500 at a time, the binding or purchase should be arranged by contract after inviting tenders or by auctioning the con-

tract. The High Court is exempted from the operation of this rule.

NOTE:—2. Gazettes and Departmental sheets of the Gazettes need not have costly binding. Except those in the libraries they may be stitched together with thick cover paper and the work may be done by the office Mochees or Peons.

8. Boats—Cons- This requires the sanction of Government.truction orpurchase

Sl. No.of

items



(1) (2) (3)

APPENDIX 4

28

9. Bicycles, scooters 1. All Heads of Departments and District Col-and motor lectors are empowered to purchase bicyclescycles for office use without obtaining Govern-

ment sanction.2. Repairs—Repairs to bicycles supplied to an

office may be executed locally under thesanction of the Head of the Office.When, however, the repairs required tothe frame of a bicycle will cost so muchincluding transit charges that in theopinion of the Head of the Office itwould be better economy to purchase anew bicycle, the machine should be con-demned with the sanction of the Head ofthe Department/District Collector con-cerned.

[G.O. (P) 36/76/Fin., dated 27th January1976].

Repairs to and servicing of motor cycles orscooters supplied to an office, involvingRs. 50 or below at a time may be executedlocally under the sanction of the Headof the Office. Repairs involving morethan Rs. 50 at a time may be made onlywith the previous sanction of the Head ofthe Department.

10. Boats (inclu- The Inspector-General of Police has full powersding motor in this respect.boats, firefloats andlaunches)—Repairs

The Deputy Inspector-General of Police isauthorised to incur expenditure on thisaccount upto an annual limit of 5 per cent ofthe book value of the boat. The Superintend-ents of Police and the Officers of correspondingrank in the Police Department may incurcharges upto Rs. 100 on each occasion.

11. Books— Heads of Departments are authorised to sanctionPurchase of the purchase of books for the use of the Depart-

ments subject to the following conditions:—

Sl. No.of

items



(1) (2) (3)

APPENDIX 4

29

Heads of Offices are also authorised to sanctionthe purchase of books for the use of theiroffices from Government Presses and Publica-tion divisions of the Government of Indiasubject to the three conditions below:(i) that in all cases budget provision exists or

reappropriation is duly made for the costof books purchased;

(ii) that the book purchased is required bythe officer in the discharge of his officialduties independently of the desire ofan officer for improvement in subjectsconnected with his duties;

(iii) that the supply of any book to a wholeclass of officers requires the sanction ofGovernment.

NOTE:—1. Only the first of the above conditionsshall apply to the purchases madefor the Public Library, Trivandrum,Libraries attached to the Secretariat,Law Department and Legislature,High Court Library, Library atta-ched to the Office of the Advocate-General and in the case of class booksand library books purchased forschools and colleges.

NOTE:—2. In the case of Government Publica-tions such as the Kerala ServiceRules, the Kerala Financial Code,the Kerala Treasury Code, etc. thethird condition shall not apply andthe expenditure on this accountshall be debited to the contingenciesof the offices concerned.

NOTE:—3. Full details of the purchase shouldbe furnished to the Audit office ineach case.

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12. Burial of pau- These charges are incurred by the officers of thepers Revenue Department to the extent of the

powers delegated to them in this behalf.The Collector may sanction expenditure onthe account up to *Rs. 25 (Rupees twenty-fiveonly) in each case. In the case ofdestitute person dying within the limits of alocal body, the expenditure on this accountis debitable to the funds of the local bodyconcerned, whenever the property belongingto such a destitute is disposed of, the officercompetent to dispose of the property may paythe local body concerned charges connectedwith the burial or cremation of the personconcerned. If the amount realised from theproperty is less than the burial or cremationcharges the whole amount may be paid tothe local body concerned.

Officers in charge of hospitals includingAyurvedic hospitals may incur expenditureto the extent of the powers delegated to themtowards burial charges of unclaimed bodies ofpatients or paupers dying in the hospitals orsuch bodies subjected to post-mortem exami-nation by the hospital authorities by debit tothe contingencies of the department.

NOTE:—The expenditure on account of burialcharges of unclaimed bodies of patients dying in hospitals and which are subject to post-mortem examinationfor pathological and teaching pur-poses shall be met by the HealthServices Department.

The expenditure on the following itemsshall be met by the Police Department:—

(i) Burial charges of dead bodies pro-duced in the hospitals by the policefor the post-mortem for medico-legalpurposes.

* G. O. (P) 358/76/Fin., dated 22nd November 1976.

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(ii) Burial charges of unclaimed bodiesof patients dying in hospitals whichare subject to post-mortem examina-tion at the instance of Police formedico-legal purposes.

13. Chemicals, ex- This requires the sanction of Government.hibits speci- Exceptions:—(1) The Director, Health Servicesmen etc., pur- may subject to budget provision, sanctionchase of the purchase of items such as films, equipments

and medicines direct from firms with whichrate contracts have been entered into.The amount of such purchases shall not exceedthe ceilings fixed by the Director of HealthServices for each institution with the approvalof Government.

The Deputy Director of Health Servicesmay sanction the purchase of chemicals andapparatus required for the Public HealthLaboratory. The Superintendent of PublicHealth Laboratory is authorised to incurexpenditure on these items up to a limit ofRs. 500 in each case.

(2) The Principal, Veterinary College, maysanction the purchase of such articlesup to an annual limit of Rs. 1,000.

(3) Inspector-General of Prisons may sanctionthe purchase of chemical and exhibitsup to Rs. 500 in each case and anannual limit of Rs. 3,000 provided, thechemicals are to be used as raw materialsfor jail manufacture. The Superintend-ents of central jails may incur expendi-ture on these items up to Rs. 100 ineach case.

(4) The Director of Museums and Zoos maysanction such expenditure provided thevalue of each such purchase and/ortransport charges does not exceedRs. 2,000 at a time. The Officer incharge of Sri Chitra Art Gallery may

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incur such expenditure up to Rs. 200 ata time. The Superintendent of museums,Trichur may sanction such expenditurewhere the cost does not exceed Rs. 100on a single item.

The Director of Museums and Zoos is also com-petent to sanction purchase of animals ormuseum specimens by exchange of animals orspecimens of equivalent value and also sale ofmuseum specimens and animals up to thevalue of Rs. 2,000 at a time.

(5) The Chief Government Analyst may locallypurchase chemicals, etc., up to a value ofRs. 250 in each case.

NOTE:—In the case of purchase made underexceptions (1) to (3) above the StoresPurchase Rules contained in ChapterVI of Vol. I of this Code should beobserved.

14. Cleaning char- Controlling officers are competent to sanctionges (sweeping the employment of part-time sweepers andcharges) scavengers and to charge their wages to con-

tingencies. The appointment of such emplo-yees shall be made only in accordance withthe principles and the schedule of pay prescribedby Government for this purpose.

15. Clocks Heads of Departments may sanction thepurchase of clocks of the value of and underRs. 200 within budget provision.

16. Clocks winding Except in the case of tower clocks or clockscharges of special value there is no need for the

employment of professional men for windingthe clocks and time pieces and the ministerialheads of the offices concerned should makeefficient arrangements for the same withoutany cost to Government. Where, however,the number of clocks and time pieces kept inany office is too large for being looked afterby the ministerial head of the office, a pro-fessional man may be engaged with thespecial sanction of Government. It shall bethe duty of the professional man appointed to

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lookafter the clocks, etc., to wind and regulatethem and to attend to the oiling and otherpetty repairs. He shall maintain a registershowing the daily work done by him andobtain therein the signature of the ministerialhead of the office concerned, in proof of hishaving attended to the clocks, etc. The Headof the Office should, before disbursing theremuneration, satisfy himself that the man hasproperly attended to his work.

17. Clothings, uni- Heads of Departments may arrange for theforms and supply and renewal of clothing, uniformsliveries and liveries to the Government servants in

their departments in accordance with the scalesand conditions laid down for each departmentby the Government from time to time. Thepurchase shall be made in accordance withthe Stores Purchase Rules contained inChapter VI of Vol. I of this Code.

18. Cost of sanita- The Director of Health Services is authorisedtion to incur annual expenditure on account of

special arrangements during fairs, festivals andassemblages within the budget allotment thefull details of the charge being furnished tothe Accountant General.

19. Conveyance The payment of these charges to non-gazetted orcharges last grade officers is regulated by the provision

contained in the note under Rule 64, Part IIof the Kerala Service Rules.

NOTE 1:—The Director, Water Transport mayincur expenditure on this accountup to Rs. 25 at a time subject toan annual limit of Rs. 200

NOTE 2:—The Superintendent of Central Jailmay sanction the payment of con-veyance charges at the rate ofRs. 5 for each lecture to moral orreligious lectures subject to thefollowing conditions:

(i) The lecturer shall be selected by theInspector General of Prisons; and

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(ii) There shall not be more than onelecture for a particular region orits denomination during a week.

NOTE 3:—The Principal, Medical College maysanction the expenditure for theremoval of patients suffering fromcommunicable diseases to the nearestisolation hospitals subject to budgetprovision and the scale of chargesapproved by Government.

The Principal, Medical College, may incurexpenditure for the removal of dead bodiesfrom the hospitals to the College at the rateof Rs. 3 per body.

20. Demurrage All Heads of Departments are competent tocharges sanction demurrage charges up to Rs. 25 in

each case under item, if they are satisfied thatthe amount payable is unavoidable.

21. Dieting charges The Inspector-General of Prisons is authorised tosanction the dieting charges in respect of hisdepartment. The Director of Health Services,Assistant Director of Health Services and theDistrict Medical Officers and Superintendentsof District and General Hospitals are com-petent to sanction dieting charges to theinmates of relief Settlements and poor anddeserving inpatients of hospitals and dispen-saries. In all these cases the diet scales haveto be approved by Government.

The Director of Museums and Zoos is empoweredto prescribe, add or alterations for Zooanimals according to necessity and incurexpenditure within budget allotment.

The Director, Public Health Laboratory,Trivandrum is competent to purchase locallythe diets for the animals limiting the expendi-ture up to Rs. 100 in each case.

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22. Elephant The purchase of elephants requires the sanctioncharges of Government.

23. Electrical (a) The installation of electrical lights and fansinstallation requires the sanction of Government orand cost of such authority to whom powers have beenpowers specifically delegated in this regard.

(b) All works and repairs in connection withelectrical installations to Governmentbuildings should be carried out by theElectrical Wing of the P. W. D. which willrecover the cost from the departmentconcerned.

(c) The cost of powers consumed and the costof renewing lamps, replacing bulbs andother similar items of the several officesshould be met out of the contingent grantsof the respective offices. The departmentor office meeting these charges shouldexercise proper check on the consumptionof power so that there is no unnecessarywaste. As regards Government buildingsoccupied by officers as free or rentedquarters, such charges should be borne bythe occupants.

(d) All heads of departments are competent tosanction payment of surcharges up toRs. 25 if they are satisfied that the amountpayable is unavoidable.

24. Freight charges The sanction of a competent authority for thepurchase of any article carries with it thesanction of or incurring the necessary freightcharges also, provided that the cost of thearticle including the freight is within thesanctioning power of the authority thatsanctions the purchase.

25. Furniture Purchase of furniture for Government officesshall be regulated by the provision containedin Article 128, Chapter VI, Vol. I ofthis Code. Officers may, however, purchase

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articles of furniture locally up to the extentof the powers delegated to them and inaccordance with the conditions laid down byGovernment from time to time.

26. Hire of boats, Charges on account of cart, boat and coolie hirecarts, coolies, may be incurred under such items as convey-etc. ance of office records and furniture, carriage of

Stationery or transport of other articles by debitto “office contingencies” *. The details of thesecharges should be furnished in the contingentbills.

27. Hot and cold Heads of departments are competent to sanctionweather hot and cold weather charges which are not ofcharges a recurring character. The supply of goblets

and tumblers in all offices during the hotweather should not exceed the scale laid downbelow:

Gazetted Govern- One glass tumbler and ament servant goblet for each, once in

a year.

(a) One glass tumbler for eachnon-gazetted Governmentservant and one earthen-ware goblet for a groupof four non-gazettedGovernment servants oncein a year in cases notcovered by clause (b)below.

(b) One plastic or aluminiumtumbler and one earthenpot common for allattenders and last gradeservants in an office, oncein a year.

*Deletion [G. O. (P) No. 1067/87/Fin., dated 10th December 1987.]

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28. Laboratory The charges under this head for educationalcharges institutions may be passed by the Controlling

Officers provided there is budget allotment.The purchase should, however, be regulatedby the Stores Purchase Rules contained inChapter VI of Vol. I of this Code.

29. Law charges No expenditure should be incurred on lawcharges without Government sanction unless itfalls within the scope of the delegation madein this behalf.

NOTE:—The High Court and Sessions Judgesmay authorise payment of fees topleaders engaged to defend accusedunder the Criminal Rules of Practice.

30. Livestock The purchase of livestock in any departmentrequires the sanction of Government. Thefeeding charges and other expenses incidentalto the maintenance of livestock may, however,be sanctioned by the Heads of Departments.

The Director of Museums and Zoos is competentto sanction:(1) the purchase of animals within the

budget allotment, each such purchasenot exceeding Rs. 2,000 in value at atime.

(2) the purchase of new animals by exchangeof animals of equivalent value.

(3) the outright sale of the excess stock ofanimals.

The Director of Animal Husbandry may sanc-tion the purchase of livestock from StateGovernment or Central Farms at the ratesfixed by the respective farms, subject to budgetprovisions. He is also authorised to confirmauction sales and accept the lowest tendersrelating to the supply of cattle feed and effectlocal purchase for one year when no tendersare received.

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The Inspector General of prisons may sanctionpurchase of livestock up to a monetary limitof Rs. 2,000 in each case subject to thecondition that the purchase should be madefrom institutions under the control of theDepartment of Animal Husbandry or inconsultation with the officer of the departmentnot below the rank of a District Officer subjectalso to budget provisions and the observanceof Stores Purchase Rules.

The Director of Health Services may sanctionthe hire and purchase of calves and goatsrequired for the Public Health Laboratory,subject to budget provision, Stores PurchaseRules being observed. When a contractorfails to fulfill the terms of his contract theDirector of Health Services may effect localpurchase of goats and calves as and whennecessary.

The Principal, Medical College may sanctionthe purchase of animals, viz., dogs, monkeys,rabbits, guinea pigs, frogs, etc., required forthe laboratories on tender basis, subject tobudget provision.

The Director, Public Health Laboratory,Trivandrum may sanction the purchase ofanimals, viz., mice, guinea pig, frog, hen,etc., required for the laboratory on tenderbasis, subject to the budget provision. Whenno competitive tenders are received localpurchase may be effected after obtainingGovernment sanction.

31. Lorry charges The lorries of the Government EngineeringWorkshops and Stores Division of the PublicWorks Department and the lorries of theKerala State Road Transport Corporation areavailable for the conveyance of Governmentarticles. The Heads of Departments andOffices in Trivandrum should thereforeinvariably utilise the service of these lorries

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for conveying Government articles in andabout Trivandrum. When charges forengaging private lorries are claimed by theseofficers, a certificate from the Superintendent,Government Engineering Workshop and theExecutive Engineer in charge of the StoresDivision and the Kerala State Road TransportCorporation to the effect that their lorrieswere not available should be attached to thebill.

32. Machinery— The purchase of engines, presses or other largePurchase of machinery requires the sanction of the

Government. The charges for the upkeep ofthe engines and other machinery may,however, be sanctioned by the heads ofdepartments, the work being done by Govern-ment institutions, if possible, and if not byfirms approved by Government.

33. Maps— The purchase of maps requires the sanction ofPurchase of the Government except in the following cases:

(i) Maps required for educational institu-tions; and

(ii) Maps purchased from the SurveyDepartment.

NOTE 1:—In the case (i) above, the controllingofficers are competent to sanctionthe purchase of maps.

NOTE 2:—The Survey Department suppliesvillage maps free of cost once inthree years to the Revenue Depart-ment and once in five years to theForest Department, the supply to thelatter Department being limited to4 copies in respect of each village.

34. Motor vehi- The Inspector-General of Police, the Deputycles—Hiring Inspector-General of Police and the Superin-charges tendents of Police may sanction charges for

motor vehicles hired for Police arrange-ments.

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(i) During large festivals, tours of Governorand visits of high personages, keenlycontested elections to the legislature,parliament and local bodies;

(ii) to keep order in disturbed localities andin similar situations;

(iii) in connection with the mobilisation andtraining of District Armed Reserve.

The Superintendents of Police should make sucharrangements with the approval of theInspector General of Police.

NOTE 1:—The Inspector General of Police shouldsubmit to Government on the 15th ofJanuary and on the 15th of July ofeach year a statement showing:

(i) Occasions on which motor buses werehired during the previous half year;

(ii) the number of buses hired on eachoccasion;

(iii) the number of days for which each buswas engaged; and

(iv) the amount paid on account of each bus.NOTE 2:—Ordinarily only the vehicles belong-

ing to the Kerala State RoadTransport Corporation should behired. However, on rare occa-sions and in the areas whereK. S. R. T. C. buses are not availableprivate buses may be hired subjectto the production of a certificate tothe effect that the State Road Trans-port Corporation was not in aposition to supply buses at the time.

35. Motor vehicles Vide—Articles 324 and 325 in Chapter XIII ofmaintenance Volume I of this Code.and repairs

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36. Miscellaneous Heads of Departments and other officers maycharges—Non- incur those charges to the extent of the powersrecurring delegated to them. Full description of the

charges should be given in the bills.37. Office expenses Under this nomenclature are included charge

on account of the following—Brooms, nails,waterpots, gumpots, ropes, match boxes,chalk, paste, mats, belts and badges for peonslighting other than electric, cloth for recordsbinding, advertisements, postal commissionon money orders and value payable parcels,books of money order and telegraph forms,Railway, Postal and telegraph guides, soap,towels, cleaning, washing, gardening, rat-traps, preparation for preserving records frominserts and wages of messengers.

NOTE 1:—Railway guides may be bought onlyif there is a touring officer in anofficer or if witness batta has to bepaid.

NOTE 2:—Charges for the packing and carriageof records and other articles belong-ing to an office are treated as ‘officeexpenses’ when they are not incurredin connection with tours.

NOTE 3:—Money order charges:—(i) Remittance of pay and allowances.—The

pay, travelling allowances and con-tingent charges of subordinateGovernment servants employed inout-of-the way places may be remit-ted by money order at the expensesof the Government when the head-quarters of the subordinate is morethan eight kilometres from thetreasury, provided that the moneyorder commission will not be morethan the travelling allowance paya-ble if a peon were sent to encash the

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bill, cash order or draft on Govern-ment account, as the case may be.In special circumstances, e. g., whena peon cannot be spared or thejourney is risky, the head of adepartment may permit such remit-tance even when the money ordercommission exceeds the travellingallowance that would be payable toa peon.

The pay of village establishments maybe remitted by money order at theexpense of Government when thevillage is at least 32 km. from thetreasury.

(ii) Pay of work charged establishments.—Inthe Public Works Department aSectional Officer who has to disbursethe pay or arrears of pay of anymember of a work-charged estab-lishment who is stationed or residesafter discharge at a place more than8 km. away from his (the SectionalOfficer’s) Headquarters may remitthe amount by money order at theexpense of the Government, andshould debit the money order com-mission to the work against whichthe pay is charged.

(iii) If bills for travelling allowance, payand allowances or other amountsdue to a subordinate Governmentservant, who is transferred from onestation to another, were presented atthe Treasury before the date onwhich he left the first station butcould be cashed only after the date,the amount payable to him may beremitted to him by money order,debiting the money order charges tothe ‘contingencies’ of the remittingoffice. This procedure shall not be

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applicable in respect of personaladvances such as Cycle Advances,Motor Conveyance Advances, HouseBuilding Advances and ProvidentFund withdrawals.

38. Pay of Menials This head is intended for exhibiting the paycharges on account of full-time or part-timecontingent employees whose pay is requiredto be drawn on contingent bills, exceptingsuch pay charges as are treated and adjustedas recognized contingent charges under otherheads such as hot weather charges. Thecharges should be supported by a certificateto the effect that the pay of the employees forthe month or the previous month, as the casemay be, has been disbursed and their signa-ture obtained in the acquittance rolls. Thenumber and date of sanction given by thecompetent authority should also be quoted inthe bills. Information regarding the rate ofpay and the period to which it relates shouldalso be furnished in the bills.

Where the work is only of casual nature lastingonly for a few days, employment should be ondaily rates of wages and where the work is ofpart-time nature, it should be on part-timemonthly wages.

NOTE:—All full-time contingent employees ofGovernment Departments who wereappointed during the period prior to1st April 1968 and who hadbeen continuously in service till 31st March1971 except the following, havebeen absorbed into regular pensiona-ble establishment creating additionalposts on corresponding scale of pay;

(1) Those who opted to continue as full-time contingent employees.

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(2) Those who had completed 55 years ofage on 1st April 1971.

The full-time contingent posts held by theemployees who have not been absorbed intoregular pensionable establishment will standautomatically abolished as and when theexisting incumbents retire or otherwisevacate the post.

No full-time posts borne on contingencies willbe created from 1st April 1968. A list of full-time posts borne on contingent establishmentas on 31st March 1968 is contained inAppendix 11 of the Kerala Treasury Code,Vol. II.

39. Portraits and The purchase of these require the sanction ofphotos for Government.public build-ings

40. Photographic Charges under this item may be incurred bycharges officers to the extent of the powers delegated

to them. The delegation does not, however,extent to the purchase or making of cinema-tograph films for which the sanction ofGovernment is necessary.

41. Police charges (a) Arms including Swords and Accouterments.—The Inspector-General of Police mayincur expenditure under this item subjectto budget provision.

(b) Bandobust Arrangements.—The Inspector-General of Police may incur miscella-neous expenditure up to Rs. 500 on eachoccasion in connection with bandobustarrangements on such items as:

(i) Erection of sheds.

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(ii) Sanitary arrangements. (iii) Renting of accommodation.

(iv) Lighting, telephone and other miscella-neous charges.

The Superintendents of Police may incur ex-penditure on the account up to Rs. 200 ineach case.

(c) Investigation charges.—The Inspector-General of Police may sanction expendi-ture on investigation of crimes andapprehension of offenders up to Rs. 200in each case.

The Deputy Inspector-General and the Super-intendents of Police may sanction suchcharges up to Rs. 100 in each case.

(d) Extradition charges.—The Inspector-Generalof Police is competent to sanctionextradition charges.

41A. Pressure test- Heads of office may incur expenditure up toing of fire Rs. 5 (Rupees five only) for pressure testing ofextinguishers fire extinguishers in their offices, once in

two years.42. Printing at Printing work should ordinarily be entrusted

private only to Government presses. In exceptionalpresses circumstances printing work may be given to

private presses subject to the general ruleswhich may be issued by Government in thisbehalf. The rates charged by private pressesshould be got approved by the Superintend-ent, Government Presses, Trivandrum. Acertificate should also be furnished along withthe bill to the effect that the work could notbe got done by the Government Presses.

Officers in charge of the Government ownedcommercial concerns may arrange for printingof account books and forms under Store Rulessubject to the expenditure being limited to thebudget allotment.

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Urgent or special type of printing work will bearranged subject to Store Rules and subjectto a limit of Rs. 200 per annum or the budgetallotment whichever is less.

43. Publications, Newspapers and other periodical publicationsperiodicals shall not be purchased or subscribed for atand news- the public expenses by any Governmentpapers Officer without the previous sanction of the

Government except to the extent of the powersdelegated.

Exception.—The Public Library and the TouristDepartment are exempt from the above.

NOTE:—All recurring publications will betreated for the purpose of this rule asperiodicals.

44. Refreshments A. Refreshments at meetings of the Committees of theat meetings of Legislature.—The Secretary, Legislaturecommittees, Secretariat, shall incur expenditure forconferences, supplying light refreshments to membersetc. at meetings of the committees of the

Legislature subject to the following rules:(1) The total number of members present at

the meeting (both official and non-official)shall not be less than four.

(2) The decision to provide refreshmentsshall be taken either by the Chairmanof the Committee or by the Secretary toAssembly.

(3) The expenditure shall be restricted to *Rs. 5(Rupees five) per head subject to amaximum of *Rs. 100 (Rupees one hundred)on any one occasion.

(4) Refreshments accompanying tea shall notconsist of more than two items of thetypes that are ordinarily provided atafternoon tea.

(5) The annual budgetary limit for expen-diture on refreshments shall not exceed*Rs. 40,000

*Substitution [G. O. (P) 269/95/Fin., dated 28th March 1995 w.e.f. 28-4-1993].*Substitution [G. O. (P) 269/95/Fin., dated 28th March 1995]

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B. “The expenditure shall be limited to Re. 1(Rupee one) per head subject to a maximumof Rs. 40 (Rupees forty) on any one occasion”G. O. (P) 89/80/Fin., dated 23rd January 1980.

2. The decision to provide refreshments at themeetings of the Council of Ministers shallbe taken by the Cabinet Secretary or inthe case of a conference held by theChief Minister or other Ministers orChief Secretary to Government orSecretaries to Government by theMinister concerned or Chief Secretary toGovernment or Secretary to Government,who convenes the conference.

*3. The expenditure shall be limited toRs. 2.50 per head subject to amaximum of Rs. 150 on any oneoccasion.

4. Refreshments at such meetings or confer-ences should be restricted to tea, coffee ora cool drink only and should notinclude other items like biscuits, cashew-nuts, etc.

Exceptions.—Meetings of the Council of Ministersare exempt from the above restriction.

5. The expenditure incurred in connectionwith the supply of refreshments to theCouncil of Ministers or conferences heldby the Chief Minister or other Ministerswill be debited to the “Ministers’ Con-tingencies” and the expenditure incurredby the Chief Secretary to Governmentor Secretaries to Government to“Secretariat Contingencies”.

*Substitution [G. O. (P) 269/95/Fin., dated 28th March 1995 w.e.f. 12-7-1990].

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Deleted.G. O. (P) 89/80/Fin., dated 23rd January 1980.6. In all cases where the expenditure exceeds

the prescribed limits, special sanction ofthe competent authority is necessary formaking payments.

C. Refreshments at meeting of committees andconferences convened by the Heads ofDepartments.—In the case of Heads ofDepartments, specific delegation ofpowers is required for incurring expen-diture under ‘refreshment charges’.Delegation in this regard is containedin the Book of Financial Powers.

45. Renting of pri- To the extent of the powers that may bevate buildings delegated, Heads of Departments and offices

may rent private land and buildings for office,residential and other public purposes subjectto the following general principles:

(a) No private building or building belonging to another Government may be rented if any suitable building belonging to the Government is available for the purpose for which a building is required.

In case accommodations are hired for offices andofficial residences of Government servants thefirst charge for rent in every year should besupported by a certificate from the ExecutiveEngineer (Roads and Buildings) concernedthat suitable Government buildings were notavailable and that the amounts of rent fixedare reasonable having regard to the localconditions and the scale of accommodationprovided.

As under the Rent Control Order, when rent isonce fixed for a building no fresh rent certi-ficate for every subsequent financial yearcould be issued in respect of that building

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unless the rent of the building has to beenhanced on account of any improvementeffected to the building, no annual rent certi-ficate need be insisted on in such cases.However, the certificate regarding the non-avail-ability of Government building to accom-modate the offices will be required annually.

NOTE:—In the case of departments in which aCivil Engineering Unit is functioningthe certificate issued by the ExecutiveEngineer or the officer in charge of theUnit exercising the powers of an Execu-tive Engineer of the Departmentconcerned, regarding the reasonable-ness of rent, may be accepted. Thenon-availability of Government build-ings even in these cases should betestified by the Public Works Depart-ment.

(b) No building may be rented on a rent inexcess of Rs. 300 a month or taken onlease for a period exceeding three yearsexcept with the specific approval ofGovernment. The production of theExecutive Engineer’s certificate as requi-red in (a) above may be dispensed withonly in the case of buildings taken onlease under this rule.

Explanation.—The Chief Engineers and theSuperintending Engineers in the Public WorksDepartment are competent to sanction rentingof private buildings on a rent up to Rs. 500and Rs. 300 respectively subject to the otherconditions laid down in this item.

(c) When a private building is rented, it shouldbe rented on the condition that the rentwill be paid in arrear on the first working

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Sl. No. Description Explanations, special rules and of of charge restrictions items (1) (2) (3)

day after each month’s occupation andthe rent should invariably be paidaccordingly.

(d) Insurance against fire of private buildingsrented by the Government is left to theoption of the owner. If he insures thebuilding he should pay the premia out ofthe rent. The lease deed for any suchbuilding should make clear that theGovernment are not liable for damagecaused by fire.

Powers of the Heads of Departments.—Heads ofDepartments may sanction the hiring ofprivate buildings subject to the above generalprinciples and also subject to the followingconditions:

When the accommodation is provided ina building partly used as a private re-sidence, rent proportionate to the extentof the main building set aside solelyfor office use, subject to a maximum ofhalf the rent of the building or Rs. 90a month, whichever is less shouldalone be sanctioned.

NOTE :—1 No certificate of reasonableness of rentfrom the Public Works Department orRent Controller is necessary if the rentdoes not exceed Rs. 20 a month providedthe Head of the Department certifies thatthe rent is reasonable.

When the accommodation is provided in a separate building the rent should not

exceed Rs. 200 a month in each case; andNOTE :—2 No annual renewal certificate of rent

need be insisted on for the continuedoccupation of the same building by

APPENDIX 4

51


the same department at the same ora lower rate of rent, but where thereis no reduction of rent, the Head ofthe Department should record acertificate to the effect that there hasbeen no general reduction in rentvalues of buildings in the locality.This certificate should be attached tothe first bill for rent after the expiryof the period of three years.

In such cases, unless the periods of lease havebeen specified in the original sanction, it isnot, however, necessary to renew sanction forthe continued occupation of the same buildingsin subsequent years.

46. Service postage The following instructions supplement those con-and telegram tained in Article 116 of this Code, Vol. I.charges

1. (a) No charges should be entered in any con-tingent bill for any postage stampsother than service postage stampsexcept when they are required forletters or other articles to be sent toforeign countries.

(b) Whenever the cost of establishment isdivided between two heads, the chargesfor service postage stamps should bedivided in the same proportion.

2. (a) Government servants should not sentcommunications of any kind regardingtheir leave, pay, transfer, leave salary,fund subscriptions and other analogousmatters at the expense of the State, assuch communications are private andnot official.

APPENDIX 4

52


(b) Unless the Government have ordered inany particular case or cases, all letterssent by Government servants in theirofficial capacity in reply to communi-cations of any kind received fromprivate individuals or associationsshould be despatched “Service paid”.

NOTE :—Collectors, Revenue Divisional Officersand other Government servantsentrusted with the supervision ofestates under the Court of Wards andwith any other duty connected withtheir management may use servicepostage stamps and their cost neednot be recovered.

In the event of any envelope being returnedundelivered, the head of the office concernedshould pay the postage from his office contin-gencies. The cover and its contents shouldthen be retained for two weeks so that if theaddressee appears and applies for the copiesin person, they may be handed over to himafter recovering the cost of the postage paidfrom contingencies. If he does not so appearthe certified copies should be destroyed andnote of such destruction made in the remarkscolumn of the application register against theitem concerned. The unused copy stamppapers if any, should then be sent to localor nearest sub treasury to be added to its stock.

3. Service postage stamps and post cards may beused for despatching letters written byconvicts and also letters written by indi-gent patients in the mental hospitals inthe State.

4. Bearing postage paid in cash should beseparately noted in contingent bills.

5. (i) Foreign telegrams despatched from India

APPENDIX 4

53

by Government Departments or publicofficials in the interests of private per-sons are not entitled to any concessionthat may be admissible to Governmentand are chargeable at full rates. Theperson in whose interest the telegram isdespatched should be required to paythe cost of the message before it isdespatched. If the cost of the telegramsis not recovered in advance, it may be metfrom the permanent advance of thedepartment or public official sending thetelegram, but the telegram should stillbe classed as private and the head of theoffice will be responsible for the cost,which will in no case be defrayed bythe Government.

(ii) If any telegram sent by a GovernmentDepartment or a public official in Indiato the India Officer or the High Commi-ssioner for India, London, or vice versa,in the interest of a private person(including a Government servant in hisprivate capacity) is inadvertently classedas “State” and so paid for at thereduced rate, the difference between thecost of the telegram at the reduced rateand the full tariff rate should be paid tothe local Telegraph Administration bythe authority that sent the telegram, ir-respective of the country in which thecharges are eventually recovered fromthe person concerned. If such a telegramwas sent from India, the authority thatsent it should send the amount to theAccounts Officer, Telegraph CheckOffice, Calcutta either in cash or by

Sl. No.of

items



(1) (2) (3)

APPENDIX 4

54

cheque with a copy or detailed parti-culars of the telegram concerned. Whenthe amount is sent by money order, themoney order commission should not bededucted from the amount due to beremitted to the Telegraph Check Office,but should be recovered from the personconcerned. If the recovery from theperson concerned in a case of this kind ismade in full or in part in the country ofdestination (i.e., the country to whichthe telegram was sent), credit for theamount so recovered should be passedon to the authority that sent the telegram.

(iii) The rates of charge for inland telegram arethe same for both “State” and“Private” telegrams. The charges forinland telegrams sent by GovernmentDepartment or public officials in theinterests of private persons should also berecovered from the private persons con-cerned wherever possible and creditedto the Government.

6. Payment for telegram charges.—(a) Telegraphcharges should be paid in cash. Howeverthe heads of offices may, wherever foundadvantageous, make use of the facility ofthe “credit accounts system”. Detailsregarding the opening of the creditaccounts system are as indicated below:

(1) A letter of guarantee indicating thatpayments of the bill in respect of tele-graph charges for telegrams bookedunder credit account system togetherwith the upkeep fee has to be furnishedby the Officer, Local Head of State

Sl. No.of

items



(1) (2) (3)

APPENDIX 4

55

Government to the Head of TelegraphOffice where this system is desired.

(2) Telegrams under the system will beaccepted in all combined sub officesand Departmental Telegraph Officeson application.

(3) The charges due on the telegramsbooked during the month togetherwith the upkeep fee due, will be billedby the telegraph office in the first weekof the following month.

(4) The upkeep fee is Rs. 5 per accountper month irrespective of the numberof telegrams booked. The upkeep feewill also be charged even if there is notelegram during the month.

(5) Payment of the bill will have to bearranged within two weeks of the dateof the bill either by cash or chequeinto the same office where the accountis operated.

(b) State telegrams should be classed as “Ex-press” or “Ordinary” as the senderthinks proper. Government servantsshould bear in mind the necessity forkeeping expenditure as low as possibleand should observe the followinggeneral principles:—

(1) A telegram should not be sent when aletter would serve the same purposeequally well.

(2) State telegrams should, as a rule, be classed as “Ordinary”.

Sl. No.of

items



(1) (2) (3)

APPENDIX 4

56

They should be classed as “Express” only—

(i) In case of great emergency, and

(ii) When the sender knows that the line isblocked and considers his message suffi-ciently important to take precedence ofordinary traffic

(iii) Except when extreme precision is impor-tant, State telegrams should be expressedin a few words as possible; mere auxi-liary or connective words should beomitted, when it is obvious that thereceiver will be able to fill them in forhimself without any difficulty.

NOTE :—1. When a telegraphic cypher code hasbeen supplied, the code should beused as far as possible.

NOTE :—2. Books of telegram forms required forofficial use may be obtained onpayment from any PrincipalGovernment telegraphic office.

(c) If a Government servant asks for repeti-tion of telegram received by him in hisofficial capacity he will not be requiredto pay any transmission charge in the firstinstance. If however, the repetition revealsno error on the part of the tele-graph service, the necessary charge willbe recovered.

47. Stationery arti- Articles usually supplied by the Stationery cles—Supply Department should be obtained only from

of that department. The local purchase of sucharticles, (including rubber stamps and ink forthem) are not admissible except to the extentof the powers specifically delegated.

Sl. No.of

items



(1) (2) (3)

APPENDIX 4

57

48. Telephone No new telephone connection may be sanctioned charges except with the previous approval of Govern-

ment. The number and date of the Govern-ment order sanctioning the expenditure shouldbe quoted on the bills on which the chargesare incurred.

The shifting of existing telephone connectionsmay be sanctioned by the Heads of Depart-ments.

Subscribers are responsible for meeting in fullbills for all trunk calls made for their tele-phone connections irrespective of the personwho made the call. All Government subs-cribers should accept in full the bills preparedagainst them by the telephone accounts officeconcerned, even if some of the items pertainto the private business of the official con-cerned. The department concerned shouldmake its own arrangements for recovery fromits officials on the value of the private callsmade and for accounting for such items in itsown office accounts.

In the case of residential telephones also, thebills in respect of call charges and rentalcharges shall initially be paid by the depart-ment, and any amount recoverable from theofficer on account of call charges and rentalcharges for the period of leave, in excess ofthe first three months when the officer con-cerned is on leave for more than three monthsat a stretch, should be recovered from theofficer himself later on.

The recovery should be treated as abatementof charges if effected in the year in which thecharges were paid and as miscellaneousreceipts of the department concerned ifeffected after the close of the year. Recoverieseffected in advance of the payment of thetelephone bills may be credited to revenue.

Sl. No.of

items



(1) (2) (3)

APPENDIX 4

58

49. Tents I. The initial supply of tents requires thesanction of the Government. Once thesupply is sanctioned the Head of the Depart-ment concerned may sanction each indivi-dual purchase subject to Stores PurchaseRules contained in Chapter VI of Volume Iof this Code.

II. Cost of carriage of tents.—The cost of thetransport of tents in whole or in part isdebited to the Government only when theyare carried on tour beyond a distance of8 km. and no amount may be debited tothe Government in excess of the amountadmissible on account of transport by theshortest route. When a Governmentservant carries tents on tour for use by hisoffice subordinates they may be carried atGovernment expense.

Repairs.—1. Charges for the repair oftents may be incurred under the sanction ofthe Head of the Department.

2. No expenditure should be incurredwithin twelve months from the date of theoriginal issue of tents.

NOTE:—The Deputy Inspector General andSuperintendents of Police includingofficers of corresponding rank of theP o l i c e D e p a r t m e n t m a y a f t e r t h eexpiry of the period specified in 2a b o v e , i n c u r e x p e n d i t u r e t o w a r d s

repairs to the tents annually on eachset of tents up to:—

(i) Rs. 40 during the first three years; (ii) Rs. 50 during the next two years

and (iii) Rs. 60 during any further period of

use.

Sl. No.of

items



(1) (2) (3)

APPENDIX 4

59

50. Tour charges These include charges for packing, carriage ofrecords, petty carriage and coolie hire incurredin connection with tours of GovernmentOfficers.

The charges may be incurred subject to budgetprovision. The details regarding rates, etc., shouldbe given in the bills.

The luggage charges claimed for the conveyanceof Government articles by motor buses andboats open to the public on hire, during tour,should be limited to a single passenger fare.But in the case of certain Heads of Depart-ments and District Officers it may not alwaysbe possible to strictly adhere to this limit, asin exceptional cases, when the circuits are onlong duration, it will be necessary for them totake more articles with them than what wouldordinarily be required. In such cases theyare permitted to claim luggage charges inexcess of the above limit but not exceedingtwo men’s fare provided they certify in thebills that the charges were actually incurredand could not be avoided. Luggage charges inexcess of the above limits require the sanctionof Government.

NOTE:—1. When a conveyance is stated to havebeen used for carrying Governmentthings alone, a certificate from thedisbursing officer that it was solelyused for Government purposesshould be furnished.

NOTE:—2. When a conveyance is used partly forGovernment and partly for privatepurposes, only half the hire shouldbe charged to Government, the other half being borne by the officerfor whom the conveyance was used.

51. Typewriters, etc. 1. Typewriters, duplicators, comptometers,etc., should be obtained only by indent

Sl. No.of

items



(1) (2) (3)

APPENDIX 4

60

on the Stationery Department with thesanction of Government in each case. Theircost will be charged in the same way as thatof stationery.

2. Portable typewriters for travelling purposes orfor personal use should not be supplied with-out the sanction of Government.

3. The machines should never be allowed to berepaired by any person other than theGovernment Mechanic of the Stationery De-partment and whenever there is anydefect in the machines the matter shouldbe promptly intimated to the Controllerof Stationery informing him of the makeand number of the machine and also asfar as possible the nature of the defects sothat he may immediately arrange for therepair of the same. A book should bemaintained in each office for the Mechanicto note condition of the machines, everytime he examines them and a copy of hisobservations should be forwarded at onceto the Stationery Department. If thedefects are only slight and could beremoved on the spot, they will be attendedto them and there by him to avoid thenecessity of sending the machines to theStationery Department.

4. No machine should be rejected as worn outand unfit for use until it has beenexamined by the Stationery Department.Worn out machines should be returnedto the Stationery Department before anew machine can be issued.

52. Washing charges The charge for washing the uniforms sup-of uniforms plied to last grade servants may be met

from “office expense”.

*ANNEXUREDeleted vide G. O. (P) 1067/87/Fin., dated 10th December, 1987.

Sl. No.of

items



(1) (2) (3)

APPENDIX 4

61

APP

END

IX 5

(See

Cha

pter

V A

rticl

e 10

3)Li

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f ite

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of co

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gent

expe

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re af

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)

(3)

(4)

123

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ate E

xcise

Petty

con

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rd o

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225

1.Pu

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Ser

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Com

miss

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Cha

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by

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ofSe

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253.

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2.M

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and

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ils

are

und

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are

dele

gate

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APPENDIX 5

62

625

6.Ja

ils (c

)Ja

il M

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actu

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(a)

Qui

nine

Insp

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r

Gen

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o

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Man

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ture

and

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Man

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ture

730

5.A

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rimen

tal

(i)

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and

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Padd

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Sta

tions

at

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Stat

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(ii)

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a

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etc

., co

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(iii)

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ex

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a

ndfa

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bitio

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char

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(iv)

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me

for

the

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and

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of

crop

s(v

)Se

ed m

ultip

licat

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sche

me

825

5.Po

lice

Bills

for a

mou

nts r

equi

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o mee

tIn

spec

tor G

ener

al o

f P

olic

eth

e R

ailw

ay f

reig

ht ch

arge

s for

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s, am

mun

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and

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artic

les r

ecei

ved

from

the a

rsen

als

and

amm

uniti

on d

epot

s} All

char

ges }

APPENDIX 5

63

APP

END

IX 5

—(c

ontd

.)

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)

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—Br

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nmat

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in r

espe

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ent,

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ione

ryG.

O.

(P)

1108

/79/

Fin.

, d

ated

24t

h D

ecem

ber

1979

APPENDIX 5

64

APPENDIX 6(See Chapter V, Article 103)

Rules for the administration, supervision and controlof secret service expenses

1. When an allotment is placed at the disposal of an officer forsecret services, the officer concerned will maintain a contingent registerin the prescribed form in which the date and amount of each contingentbill will be entered, with a note of the progressive expenditure.Within the allotment, the officer may draw bills for such sums as maybe necessary. The bills will not be supported by vouchers.

2. The general control of expenditure incurred against theallotment will be vested in the officer aforesaid, who will be respon-sible to see that the accounts are duly maintained and that paymentshave been properly made for the purpose for which the appropriationhas been made.

3. The officer aforesaid will maintain in the form of a cash booka secret record of the expenditure and receipts if any connected withthe allotment. This record should contain the amount and the date ofeach payment and such indication of its nature as the officer mentionedin para (4) below may consider necessary in order to enable himto discharge the responsibility placed upon him by that para. Theamounts drawn from the Treasury on contingent bills will be enteredin the cash book on the receipt side, the number and date of the billbeing noted against the entry.

4. In respect of each officer authorised to incur secret serviceexpenditure, Government will nominate a controlling officer whoshould conduct at least once in every financial year, a sufficiently realadministrative audit of the expenditure incurred and furnish a certi-ficate to the Accountant-General in the following form not later thanthe 31st August following the year to which it relates:—

“I hereby certify that the amount actually expended by me orunder my authority for secret service in the year ending the 31stMarch 20......was Rs................. that the balance in hand on thesaid 31st March was Rs.............................and that this balance wassurrendered by short-drawing in the first bill presented during the year,and I declare that the interests of the public service required that theabove payments should be made out of secret services funds and thatthey were properly so made.”

5. The accounts of secret service expenditure will not be subjected toscrutiny by the audit authority.

6. The following officers are authorised to incur secret service expendi-ture under the head of account noted against each:—

*1. Director General of Police 2055-Police 00 001-Direction and Administration

99-Superintendence 15-Secret Service Expenditure2. Director, Vigilance & Anti- 2070-Other Administrative Services

corruption Bureau 104-Vigilance99-Vigilance15-Secret Service Expenditure

*Substitution [G.O. (P) 472/2002/Fin., dated 18th July, 2002]

APPENDIX 6

65

3. Commissioner of Public 2202-General EducationExamination 02-Secondary Education

108-Examinations99-Examination Wing15-Secret Service Expenditure

4. Commissioner for Entrance 2202-General EducationExamination 03-University and Higher Education

800-Other Expenditure93-Commissionerate for Entrance

Examination for admission toProfessional Colleges

15-Secret Service Expenditure5. Chief Conservator of Forests 2406-Forestry and Wild Life

(Vigilance) 01-Forestry001-Direction and Administration95-District Offices15-Secret Service Expenditure

6. Commissioner of Excise 2039-State Excise001-Direction and Administration

99-Superintendence15-Secret Service Expenditure

7. Director of Higher Secondary 2202-General EducationEducation 02-Secondary Education

109-Government Secondary School86-Higher Secondary Education

(Plus two Course)15-Secret Service Expenditure

The amount required by the Chief Secretary to Government willbe drawn by the Account Section of the Government Secretariat whilethe funds required by the other officers will be drawn by them incontingent bills. The above officers will be responsible to maintainthe accounts, registers, etc., as provided under Rules 1, 2 and 3 inrespect of expenditure incurred by each.

7. (a) The Chief Secretary to Government or such other officeras he may nominate will be the controlling officer in respect of *items one tofour and seven mentioned in Rule 6 for the conduct of administrate auditevery year and for furnishing a certificate to the Accountant-Generalfor purposes of Rule 4 above.NOTE:—The Finance Secretary to Government is the controlling officer

nominated by the Chief Secretary to Government for thepurpose of this rule.

(b) †The Controlling Officer in respect of the following items willbe as under:—

Items 3&7—Secretary to Government, General Education Item 4—Secretary to Government, Higher Education

Item 5—Secretary, Forest and Wild Life Item 6—Secretary, Taxes

*Substitution [G.O. (P) 697/84/Fin., dated 23rd November, 1984]†Modified vide G.O. (P) 472/02/Fin., dated 18th July, 2002.

APPENDIX 6

66

APPENDIX 7(See Chapter VIII, Article 207)

Instructions for the drawal of discretionary grants bythe Revenue Officers

1. The claims may be preferred in a bill in T. R. 42, KeralaTreasury Code.

2. A statement and certificate as given below should also be attached tothe bill.

StatementI. Name of the Calamity ....................................................................................

No.of families for whom the Rate Amountdiscretionary grant is drawn Rs. P.in this bill

Total

Total amounts drawn in respectof the calamity to end of ..........The last bill was cashed on......................................................

Amount drawn on this bill

Total

NOTE:—If discretionary grants for more than one calamity are drawnin the same bill, the above information should be givenseparately for each calamity.

II. Details of the discretionary grants paid during the year.

Total of the amounts drawn from Rs. P.1st April...................up to end ofthe previous bill cashed on.......................................................

Amount drawn in this bill

Total

CertificateCertified that the limits prescribed in Article 207 have not been

infringed, (2) that the other conditions prescribed in the ruleshave been observed and (3) that the amounts drawn up to end of the previousbill have been disbursed, proper acquittances obtained and filed.

Signature(Designation of Officer)

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APPENDIX 8(See Chapter IX, Article 254)

List of places in the State where there is risk of filariasis1. Trivandrum City2. Quilon Town3. Karunagappally Taluk4. Kayamkulam Town5. Karthigappally Taluk6. Ambalapuzha Taluk7. Sherthallai Taluk8. Alleppey Town9. Vaikom Taluk (Western half)

10. Cochin Taluk11. Ernakulam, Mattanchery, Fort-Cochin Towns, Willingdon Island12. Cranganore Taluk13. Edappally Village14. Parur Taluk15. Chowghat Taluk16. Ponnani Taluk17. Tirur Taluk18 Kozhikode Taluk19. Quilandi Panchayat20. Badagara Panchayat21. Tellicherry Town22. Cannanore Town23. Baliapattanam Panchayat24. Kasaragode Panchayat25. Manjeswar26. Trichur Town27. Taliparamba Panchayat in Cannanore District.

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68

APPENDIX 9

(See Chapter XI, Article 288)Bank Guarantee Scheme

The important provision of the ‘Bank Guarantee Scheme’ and the procedureobtaining thereunder are given below:

I. Provisions(a) Scheduled banks (including the State Bank of India) approved

by the Reserve Bank of India in this behalf are permitted to issueguarantees or tender fixed deposit receipts, etc., up to certain specifiedlimits without being required to deposit cash or lodge Governmentsecurities as over.NOTE:—Individual Deposit Receipts or Guarantees of Scheduled banks

up to a limit of Rs. 25,000 (Rupees twenty-five thousandonly) furnished as Earnest Money Deposit of Contractorsmay be accepted without insisting on confirmatory advicesfrom the Reserve Bank of India being received subject tothe condition that before the contract is finally awarded tosuccessful tenders, necessary confirmatory advices shouldbe received by the Departments concerned.

(b) Guarantee bonds executed or fixed deposit receipts, tenderedin excess of the limit fixed for an approved Bank will not be accepted byGovernment Departments unless the Bank lodges either with theReserve Bank of India or the Department concerned requisite cash orGovernment Securities as cover for such excess.

(c) Guarantee bonds executed or fixed deposit receipts, etc.tendered by scheduled banks which have not been approved by theReserve Bank of India for the purpose can be accepted provided:

(i) the bond in question is countersigned by any of the approvedbanks (including the State Bank of India) whereby the latter under-takes full responsibility to indemnify the Government Department incase of default; or

(ii) the bank concerned lodges either with the Reserve Bankof India or the Government Department concerned requisite securities ascover, the securities being valued on the basis of the market valuethere of allowing for a margin of 5 per cent.

(d) In the case of Government securities lodged by ScheduledBanks with the Reserve Bank of India as cover against the guaranteesexecuted or fixed deposit receipts tendered in favour of GovernmentDepartments, the Reserve Bank may, at its discretion, grant advancesagainst such securities up to 50 per cent of the market value thereof tosound banks in an emergency.

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69

II. Procedure(a) When an approved Scheduled Bank of any of its offices

executed a guarantee or tenders a fixed deposit receipt, it or the officeconcerned has to intimate to the principal office or the Reserve Bank(i.e., the office at which it maintains its principal account under the Scheduled Bank’s Regulations) direct the name of the party on whose behalfthe guarantee is being given or fixed deposit receipt is beingrendered and the name of the Government Department to which theinstrument is being tendered, endorsing a copy of its letter to theGovernment Department concerned. The bank’s office will also adviseits principal office accordingly. In the case of guarantees, etc., issuedby unapproved banks, the necessary particulars thereof have to beintimated to the office of the Reserve Bank with which the bank con-cerned has deposited cash or lodged Government Securities as cover.A scheduled bank is permitted to deposit securities for the purpose atany office of the Reserve Bank at which place of guaranteeing ortendering branch is situated.

(b) Immediately on receipt of the above intimation, the concernedoffice of the Reserve Bank will advise the Government Departmentconcerned to accept the instrument in question if the amount of theguarantee or the fixed deposit receipt is within the limit fixed for thebank, having regard to the amount of outstanding guarantees, etc., orin case the amount of guarantee, etc., is in excess of the prescribedlimit, if the bank concerned has lodged sufficient cover. In the case ofunapproved banks, similar advice would be sent if the amount of cashand/or Government securities held on behalf of the bank concerned issufficient to cover the amount of the instrument in question, theGovernment securities being valued, as already stated, on the basis ofmarket price allowing for a margin of 5 per cent. A copy of suchacceptance advice will be endorsed to the principal or local office ofthe bank as the case may be.

The above procedure will be followed only when Governmentsecurities and/or cash are deposited with the Reserve Bank of India.In case they are lodged with the Government Department concerned,no intimation to the Reserve Bank about the particulars of the instru-ment is necessary and the question issue of an acceptance advice by thebank will not also arise.

(c) In connection with the Government securities to be deposited ascover for guarantees executed in favour of and deposit receipts, cash certifi-cates, etc., tendered to any Government Department, the Reserve Bank willobtain from the scheduled banks concerned a letter of authority as per specimenforms attached (marked ‘B’ and ‘C’).

(d ) Specimen form of guarantee bond prescribed by the State/Govern-ment to be used by banks* is also attached (marked ‘D’ and ‘E’).

*[G.O. (P) 89/77/Fin., dated 11th March 1977]

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The State Government and other institutions which adopt the schemehave to forward to the Reserve Bank for information and record, copiesof the guarantee bond forms which have been actually prescribed bythem. It may be particularly noted that the period of expiry of thebond has to be indicated by the department taking the guarantee andin fixing it care should be taken to make due allowance for the periodnecessary for submission of claim if any. The date of expiry of thebond will thus extend beyond the date of termination of the contract sothat there would be enough time to review the position and submitclaims, if any, or to extend the period of the guarantee, if necessary.

(e) When the guarantee, expires is cancelled, or, in the case of afixed deposit receipt, etc., the stipulated period for the lodgmentof the receipt is over, the bank and the Government Departmentconcerned will advise immediately.

(i) the principal office of the Reserve Bank in the case of guarantee executed or fixed deposit receipts tendered by approved banks within limits, and

(ii) the particular office of the Reserve Bank with which the amount of cash is deposited or securities are lodged as cover by unapproved banks or by approved banks which have executed guarantees, etc., in excess of their prescribed limits.

(f) On receipt of the relative advice of the Government Depart-ment concerned, regarding the expiry of the cancellation of the instru-ment in question, the Reserve Bank would restore the limit and/or release thesecurities, if any, held.

(g) The form of the letter of deposit to be obtained by GovernmentDepartments from banks while accepting their fixed deposit receipts,cash certificates, etc., in lieu of the cash deposit required is alsoattached (marked ‘F’). It may be added that the acceptance of fixeddeposit receipts by the Government of India under the scheme, interalia, is subject to the provisions of Rule 277 of the General FinancialRules, Vol. I (vide paragraph 3 of the Government of India OfficeMemorandum, dated the 17th May 1955, referred to above). In termsof the said rules, fixed deposit receipts which are in the name of acontractor can also be tendered as security deposit. In this connectionthe Government of India have stated that where a fixed deposit receiptstanding in the name of the contractor is tendered under the guaranteescheme, the certificate as required under the above rule that the depositcan be withdrawn only on demand or with the sanction of the pledgee(Government Officer concerned) should be given on the deposit receipt.If, however, any bank does not agree to record such a certificate asrequired under the rule for technical or other reasons, such deposit

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71

receipts cannot be accepted as security by the Government of Indiaand the party concerned is advised to take out the deposit receipt inthe name of the officer concerned.

NOTE:—(1) Reference made to Government Departments in the above note are deemed to be references to the State Govern- ment as well as other institutions which have adopted the scheme.

(2) The specimen forms of letters, etc., attached to this note are on the lines of the forms approved by the Govern- ment of India.

Copy of the Office Memorandum No. F7 (27)—F.I./54, dated the26th February 1955 issued by the Government of India,Ministry of Finance, Department of Economic Affairs,

New Delhi, to various Government DepartmentsSubject.—Guarantee offered by Banks to Railways and other Government

Departments regarding the payment of freight, implementation of Government contracts, etc.

With reference to the Ministry of Finance, Department ofEconomic Affairs, Memo No. F7 (27)-F. 1/54, dated the 28th December1954, on the subject noted above, the undersigned is directed to statethat on reconsideration the Government of India have decided thatproposal to set up State Bank of India need not hold up the examina-tion of working of the bank guarantee schemes as outlined in theMinistry’s Office Memorandum No. F7 (107) F. 1/50, dated the1st June 1953.

The said scheme has accordingly been reviewed in the light of therecommendation of the Committee on Finance for Private Sector (with ShroffCommittee), and it has been decided that scheduled banks approved by theReserve Bank of India in this behalf shall be eligible to issue guarantees ortender fixed deposits with etc., up to certain specified limits without beingrequired to lodge Government securities as cover. A scheduled bank offeringsuch guarantee and desiring to know whether it is eligible for this concession,may be asked to refer to the principal office of the Reserve Bank of India (i.e., theoffice with which it maintains its principal account under the Scheduled Bank’sRegulations) whether it is so eligible and if so to what extent. The banks towhom this concession is extended will be required to advise the particulars ofsuch guarantees, etc., to the principal office of the Reserve Bank. No Govern-ment Department should accept any such bank guarantee or fixed depositreceipts, etc., without obtaining in writing the concurrence of the principal officeof the Reserve Bank of India, the expiry of the guarantee or its cancellationshould also be unfailingly advised to the same office.

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72

2. In respect of all guarantees issued or fixed deposit receipts, etc.,tendered by banks not eligible for this concession or in excess of the limit fixedfor the banks eligible for the concession, the procedure laid down in thisMinistry’s Office Memorandum No. F7 (107)-FI/50, dated the 1st June 1953 willcontinue to obtain.

3. The revised scheme will be in force for a period of one year from the1st March 1955, at the end of which the position will be reviewed.

Copy of Office Memorandum No.F7 (27)-FI/54, dated the 17thMay 1955 issued by the Government of India, Ministry

of Finance, Department of Economic Affairs, New Delhi, tovarious Government Departments

Subject.—Guarantees offered by Banks to Railways and other Government Departments regarding the payment of freight, implementation of Government contracts, etc.

The undersigned is directed to refer to this Ministry’s O.M. No. F7 (27)—FI/54, dated the 25th February 1955, on the subject mentioned above and tostate for the clarification of all concerned that with introduction of the revisedscheme with effect from the 1st March 1955 for a period of one year the positionwill be as indicated below:

(a) The scheduled banks (including the Imperial Bank of India)approved by the Reserve Bank of India in this behalf shall be eligibleto issue guarantees or tender fixed deposit receipts, cash certificates andsuch other instruments representing any special class of deposits upto certain specified limits without being required to lodge securities ascover.

(b) Guarantee bonds executed or fixed deposit receipts, etc., tendered inexcess of the limit fixed for an approved bank (including the Imperial Bank ofIndia) for the purpose will not be accepted unless the bank concerned lodgeswith the Reserve Bank of India requisite securities, viz., cash deposits or Govern-ment securities, in respect of the guarantees to be executed or fixed depositreceipts, etc., to be tendered by it in excess of the limit.

(c) Guarantee bonds executed or fixed deposit receipts, etc., tenderedby scheduled banks which have not been approved by the Reserve Bank of Indiafor the purpose may be accepted, provided—

(i) the bond in question is countersigned by any of the approvedbanks (including the Imperial Bank of India) whereby the latter undertakes fullresponsibility to indemnify the Government Department in the case of default;

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73

(ii) the bank concerned lodges with the Reserve Bank ofIndia requisite securities namely cash deposits or Government securitiesin respect of the guarantees to be executed or fixed deposit receipts,etc., to be tendered by it.

(d) If any scheduled bank desires to lodge cash or Governmentsecurities to cover its guarantee or fixed deposit receipt, etc., with theGovernment department concerned; it may be permitted to do so, theamount of securities being sufficient to cover the full amount of theguarantee or the fixed deposit receipt, etc., with a margin of 5 per centbelow the market price.

2. In all cases other than those where securities are lodged withthe department concerned in terms of paragraph 1(d) above, noGovernment Department should accept any such bank guarantee orfixed deposit receipt, etc., without getting in writing the concurrenceof the Reserve Bank of India.

3. The terms of issue of the fixed deposit receipts, etc., will inother respects continue to be governed by the provisions of Rule 277 ofthe General Financial Rules, Vol. I of the Central Government.

4. The advice regarding the cancellation or expiry of bankguarantees, etc., should be immediately sent to the office concerned ofthe Reserve Bank of India by the Government department concernedso that the scheme may work smoothly.

Letter of authority ‘B’

The Manager,Reserve Bank of India,..............................................................

Dear Sir,With reference to the Government securities and/or cash that have/

has been deposited or may hereafter be deposited by us into the

“Bank Security Deposit Account”/ “Bank

Cash Deposit Account” with you in connection

our guaranteeing to the ............................................................accepting ourthe.............................................................................................................................

fixed deposit receipt..........as security for

or to be hereafter entered into by our constituents with the.................................

with

Fixed Deposit Receipts Guarantees

Fixed Deposit Receipts Guarantees

the due implementation of contracts entered into

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74

and in consideration of premises, we hereby agree that as and when required orinstructed by the .............................................................................................................you may appropriate as much of the cash and/or sell, after giving usseven days notice, as much of the securities referred to above as youmay consider necessary for paying over to the.........................................................sums which the........................................may claim to be payable to it byour constituents by reason or in respect of their failure in the properperformance of any of their contracts with the .............................................................................................................and also to cover the costs, charges and expensesof and incidental to such sale.

This shall not in any manner prejudice or affect any right which you mayhave in regard to the said securities in connection with advance made by you tous against cover of the said securities.

Yours faithfully, For and on behalf of....................... Manager/Managing Director/Secretary.

NOTE:—To be used by Scheduled Banks in connection with theguarantees executed/fixed deposits receipt rendered to the........................................................

‘C’

From

............................................................................ ..................................................................... .............................................................

ToThe Manager,

Reserve Bank of India,............................................

Dear Sir,Guarantees offered and fixed deposit receipts tendered by Scheduled Banks

to the....................................................................................................regarding imple-mentation of contracts, etc.

With reference to the ‘Letter of Authority’, dated the.....................................already given by.........................Bank Ltd., in connection with the abovescheme, we confirm that cash certificates and other similar instrumentsare covered by the term ‘fixed deposit receipt’ in the ‘Letter ofAuthority’ referred to above.

Yours faithfully,

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75

‡Guarantee Bond prescribed by the Government of KeralaFORM ‘D’

In consideration of the Governor of Kerala (Hereinafter called “theGovernment”) having agreed to exempt.............................................. [hereinaftercalled “the said contractor(s)/supplier(s)”] from the demand, underthe terms and conditions of an Agreement dated...........................................................made between ................................................................and................................................for ....................................................(hereinafter called “the said Agreement”) ofsecurity deposit any other cash deposit like earnest money deposit or anyother forms of assurances for performance of contract for the due fulfilmentby the said Contractor (s)/supplier(s) of the terms and conditions containedin the said Agreement, on production of a bank guarantee forRs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Rupees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .only),we...........................................(indicate the name of the bank) (hereinafterreferred to as “the bank”) at the request of.....................................Contractor(s)/supplier(s) do hereby undertake to pay to the Government an amount notexceeding Rs...........................(Rupees...............................................only)against any loss or damage caused to or suffered or could be caused toor suffered by the Government by reasons of any breach by the saidcontractor(s) of any of the terms or conditions contained in the saidAgreement.

2. We...............................................(indicate the name of bank) do herebyundertake to pay the amounts due and payable under this guarantee withoutany demur merely on a demand from the Government stating that theamount claimed is due by way of loss or damage caused to or would becaused to or suffered by the Government by reason of any breach bythe said contractor (s)/supplier (s) of any of the terms or conditions contained inthe said Agreement or by reason of the contractor(s)/supplier(s), failure toperform the said Agreement. Any such demand made on the Bank shall beconclusive as regards the amount due and payable by the bank underthis guarantee. However, our liability under this guarantee shall be restricted toan amount not exceeding Rs......................(Rupees ......................................................................only).

3. We..................................................(indicate the name of the bank)undertake to pay to the Government any money so demanded notwithstanding any dispute or disputes raised by the contractor (s)/supplier(s) in any suit or proceeding pending before any Court or Tribunalrelating thereto our liability under this present guarantee being absolute andunequivocal.

The payment so made by us under this bond shall be a validdischarge of our liability for payment thereunder and the contractor(s)/supplier(s) shall have no claim against us for making such payment.

‡ Substitution [G.O. (P) 461/89/Fin., dated 24th October, 1989]

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4. We,................................................(indicate the name of bank) furtheragree that the guarantee herein contained shall remain in full force andeffect during the period that would be taken for the performance of the saidAgreement and that it shall continue to be enforceable till all the dues ofthe Government under or by virtue of the said Agreement have been fullypaid and its claims satisfied or discharged, or till......................Office/Department,Government of Kerala.................................certifies that the terms and condi-tions of the said Agreement have been fully and properly carried out bythe said contractor(s)/supplier(s) and accordingly discharges this guarantee.Unless a demand or claim under this guarantee is made on us on or beforethe..................................(specify the date) we shall be discharged from allliability under this guarantee thereafter.

5. We,................................................(indicate the name of bank) furtheragree with the Government that the Government shall have the fullestliberty without our consent and without affecting in any manner ourobligations hereunder to vary any of the terms and conditions of the saidAgreement or to extend time of performance by the said contractor(s) fromtime to time or to postpone for any time or from time to time any of thepowers exercisable by the Government against the said Contractor(s)/Supplier(s) and to forbear or enforce any of the terms and conditionsrelating to the said agreement and we shall not be relieved from our liabilityby reason of any such variation, or extension being granted to the saidContractor(s)/Supplier(s) or for any forbearance, act or omission on the partof the Government or any indulgence by the Government to the saidContractor(s)/Supplier(s) or by any such matter or thing whatsoever whichunder the law relating to sureties would, but for this provision, have effectof so relieving us.

6. This guarantee will not be discharged due to the change in theconstitution of the Bank or the Contractor(s)/Supplier(s).

7. We,......................................................(indicate the name of the bank)lastly undertake not to revoke this guarantee during its currency except with theprevious consent of the Government in writing.

Dated the.......................day..........................

for..........................................................................

(indicate the name of bank)

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APPENDIX 10(See Chapter IX, Article 253)

Rules for the grant of immediate relief to the families ofemployees who die in harness

1. Purpose.—This relief is given in the form of an advance toenable the family of a Non-Gazetted Officer/Gazetted Officer who dieswhile in service to meet the immediate requirements, if in the opinionof the Head of the Department/Office, the family concerned has beenleft in indigent circumstances upon the death of the employee on whomit was dependent and is in immediate need of financial assistance.

2. †Amount of the relief.—The advance is limited to 5 months’ basicpay of the deceased or Rs. 2,000 (Rupees two thousand only) which-ever is less.

3. Eligibility.—The families of all Non-Gazetted/GazettedOfficers (including work establishment staff and full-time contingentemployees) who die while in service shall be eligible for the relief.

4. Beneficiaries.—(a) In the case of a regular employee, who waseligible for retirement benefits, payment will be made only to theperson or persons nominated by him or otherwise eligible (i.e. wherethere is no nomination) to receive the death-cum-retirement gratuityin the same proportion as they are entitled to. Rules 75 and 79 to 87and 139, Part III, Kerala Service Rules will be relied on in decidingthe claimants.

(b) In respect of a member of the work establishment staff anda full-time contingent employee who is eligible for gratuity, theadvance will be paid to the member/members of his family entitled toreceive payment of gratuity.

For the purpose of rule (b) ‘family’ includes the following relationsof the officer:

1. Wife, in the case of male member.2. Husband, in the case of a female member.3. Sons.4. Unmarried and widowed daughters.5. Brothers below the age of 18 years and unmarried or

widowed sisters.6. Father.7. Mother.

Items (3) and (4) above will include step children.(c) In cases where the deceased was not eligible for either death-

cum-retirement gratuity or gratuity but was eligible only for provident fund, theadvance may be disbursed to the person or persons entitled to receive it underthe Provident Fund Rules applicable to the case.

† Substitution [G.O. (P) 203/84/Fin., dated 11th April, 1984]

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In all cases, an undertaking should be taken from the person orpersons concerned before the advance is disbursed, that he/she or theyagree to the amount being adjusted against the arrears of pay,death-cum-retirement gratuity or gratuity or provident fund as the casemay be, ultimately payable to him/her or them.

5. Sanctioning authority.—The Heads of Departments/Offices willsanction the advance.

6. Payment.—As it is important to provide the relief in time,Heads of Departments/Offices shall be empowered to use for thispurpose the imprest or other resources available with them. If theimprest or the other resources are not sufficient to cover the paymentthe Head of Department/Office should draw the amount from theTreasury on a simple receipt in Form T. R. 42.

The advance will be drawn in establishment pay bill/contingentbill forms enclosing copy of the sanction and disbursed to the payee (s)specified in the sanction order. The fact of payment of the advancein this behalf should be noted in the Last Pay Certificate sent to theAudit Office along with the papers relating to death-cum-retirementgratuity or similar other payments. In cases where the submission ofthe Last Pay Certificate has been dispensed with, the fact of paymentof the advance should be indicated on page 3 of the pension applicationform (Form 6) or in the letter forwarding the pension papers or papersrelating to any other payment to the Audit Office.

The expenditure will be debited to “T. Deposits and Advances—Part III Advances not bearing interest (i) Departmental advances (a)Civil Advances—Objection Book Advances to other Officers”. Copiesof sanctions will be communicated to the Accountant General and shallcontain the following particulars:

1. Name of the employee (Non-gazetted/Gazetted).2. Designation and office in which the person was last working.3. Last pay drawn (permanent and officiating).4. Length of qualifying service.5. Amount of advance sanctioned.6. Name of the payee(s).

7. Adjustment of advance.—The Heads of Departments and offices shallsee that the advance is adjusted as early as possible, and in any case within aperiod of six months from the date of sanction. If the amount of death-cum-retirement gratuity or similar other payments is less than the advance ini-tially sanctioned and the balance as eventually to be treated as non-recover-able, the same shall be debited to ‘71 Miscellaneous (e) Irrecoverable Tempo-rary loans and advances’ and written off under special orders of Government.

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79

APPENDIX 11(See Chapter IV, Article 89)

Rules for the deductions of Insurance Premia from thePay/Salary Bills of the Kerala Government Employees

1. The policyholder should himself remit the first two instalments ofinsurance premia direct to the Life Insurance Corporation of India at the time ofproposing for insurance. Only the subsequent premia will be deducted from hissalary.

2. (a) Along with the proposal for insurance, the proposer shouldsubmit to the Life Insurance Corporation a Letter of Authorisation*in (Annexure ‘A’) in duplicate addressed to the Drawing Officer for deduction ofpremium from his salary every month. No fresh Letterof Authorisation* is required when an employee is transferred from oneoffice to another under the Kerala Government.

*[G.O. (P) 244/76/Fin., dated 11th August 1976]

(b) It is the duty of the policyholder to inform his Drawing Officer ofhis intention to deduct premia from his salary regularly and to ensure that thepremium is deducted from his salary every month.

(c) When the insurance proposal is completed into a policy,one copy of the Letter of Authorisation* along with the First Premium Receiptand the Premium Deduction Book in Annexure ‘B’ will besent to the policyholder, who in turn, will submit the Letter ofAuthorisation* to his Drawing Officer. The Drawing Officer, onreceipt of his letter, should arrange to deduct the premia regularly from the paybills of the employee every month in advance. If any employee desires to stopthe deductions, he has to make a specific request in writing to the DivisionalManager, Life Insurance Corporation of India, Trivandrum/Kozhikode†. TheLife Insurance Corporation in turn will forward the request to the Pay DrawingOfficer for the stopping the deductions.

*[G.O. (P) 244/76/Fin., dated 11th August 1976]

†[G.O. (P) 25/77/Fin., dated 20th January 1977]

(d) If due to omission or due to any reason the premium/premia for aparticular month or months are not deducted, the Drawing Officer shall deductthe arrears of premia from the next pay bill provided such defaulted period doesnot exceed six months.

(e) If, however, the period of default exceeds six months, the arrearsof premia are to be remitted with interest direct to the Life Insurance Corporationand conditions of revival of the policy as stipulated by the Corporation are to besatisfied.

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80

3. (a) The Premium Deduction Books shall be kept by thePolicyholders concerned in their safe custody and produced to theDrawing Officers at the time of receipt of salary for noting andcertifying the deduction before the end of the month.

(b) While making the deduction Drawing Officer shall entercollection in the Premium Deduction Book under his initials showinghis designation and office.

4. (a) Each Drawing Officer shall maintain a Register ofInsurance premia in Annexure ‘C’ in respect of all the policies oremployees (in respect of permanent employees and contingentemployees separately) showing the details of premium deductions foreach month. The entries in this Register should be verified with those in thePremium Deduction Book of each employee and initialled by theDrawing Officer.

(b) Any addition or deletion of policy numbers due to taking up ofnew policies or transfers of policyholders shall be entered in this Register assoon as the event takes place with appropriate remarks.

5. Policyholders, who are Gazetted Officers drawing their own salarybills/and those who are Non-gazetted Officers drawing their salary on counter-signed bills will themselves arrange for the regular deduction of premia asdetailed in rule 6 and for making appropriate entries in the Premium DeductionBook under their initials and address.

6. Premia due on the policies held by Government employees in the erst-while Public Branch of the State Life Insurance and also those taken by theGovernment employees in the Life Insurance Corporation of India after 1stSeptember 1956 may be collected by recovery from their pay bills. Such recov-eries should not appear in the body of the pay bill; but to avoid needless han-dling of cash, the Drawing Officer will make an endorsement on the pay bill itselfafter receipting the contents as follows:—

“Pay Rs...........................................(Rupees..........................................) in cash.Pay Rs.................................(Rupees..........................................) to the credit of theLife Insurance Corporation of India (vide detailed statement attached)”.

7. (a) *The Premium Deduction Statement in Annexure ‘D’ furnishingfull particulars of recoveries should be attached to the pay bill in all such casesbefore they are presented at the Treasury/Bank for encashment.

*[Modified vide G.O. (P) 356/93/Fin., dated 14th June 1993]

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(b) The Premium Deductions Statements should be completedafter verifying the Register of Insurance Premia maintained in theoffice as laid down in sub-rule (a) of rule 4 ibid. These statementsshall be prepared in duplicate, the original being sent along with thepay bill to the Treasury/Bank and the duplicate retained in the officealong with the office copy of the pay bill.

*NOTE:—The details of Premium recovery from each officer will not beshown in the bill, but only in the Premium DeductionStatement attached to the Bill. The Bill thus shows thegross amount of the salary including the Premia whereasthe actual amount paid will only be net. The deductionswill however be shown in the Acquittance Rolls and enteredin the Premium Deduction Books and attested by theDisbursing Officer. This is also necessary in order that theamount disbursed may agree with the actual amount drawnfrom the Treasury/Bank.

*[Inserted vide G.O. (P) No. 356/93/Fin., dated 14th June 1993]

8. Deleted.

[G. O. (P) 356/93/Fin., dated 14th June, 1993]

9. (a) The amounts towards Life Insurance Corporation premia adjustedin the non-banking treasuries in the Trivandrum/Kozhikode‡ Districts are beingcredited to the Personal Deposit Account in the name of the Life InsuranceCorporation of India maintained in the District Treasury, Trivandrum/Kozhikode‡.These amounts credited to the Personal Deposit Account are transferred to theLife Insurance Corporation of India every week after getting a receipt dulysigned by them and authorising their bankers to collect the amount from theTreasury on their behalf and credit to account.

‡[G.O. (P) 25/77/Fin., dated 20th January 1977]

In the case of other non-banking treasuries the collections towards LifeInsurance Corporation premia are being consolidated at the concerned districttreasuries and the total collections at the end of every week are transferred tothe Life Insurance Corporation by means of a draft drawn on the Reserve Bankof India, Trivandrum. The draft should be for the full amount of collections, asthe bank charges on bank drafts will be met by the Government.

The expenditure on account of the Bank charges will be debited to thehead of account “268—Miscellaneous—General Services other expenditure,Bank Commission and Contingencies”*.

*[G.O. (P) 25/77/Fin., dated 20th January 1977]

APPENDIX 11

82

(b) In the banking treasuries the credits on account of the collec-tions towards Life Insurance Corporation will be taken to the special collectionaccount opened by the Life Insurance Corporation with the bank and a certifi-cate of credit will be issued by the bank to the treasury. The credit relating toLife Insurance Corporation collections will not find a place in the Treasuryaccounts.

10. (a) #The Treasury or Banking Treasury shall after encashment ofPay Bills detach all the deduction statements and prepare in Annexure ‘F’ asummary statement of collections pertaining to each remittance (for each salarybill separately) for the day. The summary statement consolidated for the month,along with all the deduction statements, should be forwarded to the DivisionalManager, Life Insurance Corporation of India, Thiruvananthapuram/Kozhikodeon or before 10th of the subsequent month.

#[Modified vide G.O. (P) No.356/93/Fin., dated 14th June 1993]

(b) In the case of Banking Treasuries, a statement of accounts (in theirCurrent Account Ledger Folio Form) showing the totals of daily collections,withdrawals, progressive totals, bank charges etc., should be forwarded to theAccounts Department of the concerned Divisional Office, Life Insurance Cor-poration of India, Trivandrum or Kozhikode on or before the 10th of the subse-quent month.

11. The postal charges etc., incurred by the Treasuries for rendering theaccounts to the Life Insurance Corporation will be reimbursed by the Corpora-tion. The Treasuries will sent bills periodically to the Corporation and the amountsreceived will be credited to Government under the appropriate heads of account.

12. *The Life Insurance Corporation will supply deduction statementsfor use by the Drawing Officer on indent from them.

*[Modified vide G.O. (P) No.356/93/Fin., dated 14th June 1993]

13. In addition to the postal charges etc., a commission of 1/8 per centwill be paid to the Government calculated on the total collections remitted to theLife Insurance Corporation by the Non-Banking Treasuries. The commission willbe credited to the Government half-yearly. The State Insurance Officer will beresponsible for its realisation by getting the required statistics from theTreasuries.

14. In respect of premia collections through Banking Treasuries the com-mission at the agreed rate will be paid by the Life Insurance Corporation direct tothe State Bank of India or the State Bank of Travancore as the case may be,doing the treasury business. No commission on this account is payable to theGovernment by the Life Insurance Corporation.

15. The Treasury Officers should see that the premia collected on thepolicies of the Life Insurance Corporation of India are never taken in thetreasury accounts as credit towards policies of the State Insurance Departmentor Postal Life Insurance.

APPENDIX 11

83

ANNEXURE ALIFE INSURANCE CORPORATION OF INDIA

TRIVANDRUM / KOZHIKODE ‡ DIVISIONAL OFFICELetter of authorisation to the employer to deduct the

premium in respect of policies taken out underthe salary deduction scheme/salary

savings schemesDear Sirs,

Re : Policy No. ..................................................................................own lifeunder

Salary Deduction Scheme/Salary Saving SchemeI have taken out a life insurance policy with the Life Insurance

Corporation of India and I desire to pay premium by deductionfrom salary every month. I request you to kindly arrange to deductand pay to the Life Insurance Corporation of India, Divisional Office,Trivandrum, ‡Kozhikode the premium amount stated below from mysalary due this month and also to continue to deduct and pay suchamounts every month till further advice.

‡[G.O. (P) 25/77/Fin., dated 20th January 1977]

I agree that your liability will be confined to making arrange-ments for deduction of premium from my salary wherever this can bemade and remitting the amount to the Corporation in time. I shallbe entirely responsible for any consequences on account of non-paymentof premium on my policy for reasons beyond your control, such asin the event of my proceeding on leave without pay or my drawingadvance salary without deduction of premium or my cancelling thisauthorisation for deduction of premium or my leaving your employ-ment. In any such case, or in case of withdrawal of the Salary SavingScheme with you by the Life Insurance Corporation of India for anyreason whatsoever, it will be my responsibility to make arrangementsfor remittance of the premia directly to the Corporation at the increa-sed rate specified in the policy to prevent my policy from going into alapsed condition.

I further agree to your treating this letter of authorisation* as irrecoverablewithin a period of 3 † years from the commencement of the policy.

*[G.O. (P) 244/76/Fin., dated 11th August 1976]†[G.O. (P) 8/80/Fin., dated 5th January 1980]

(Signature)Place...................................Date....................................

APPENDIX 11

84

Name of the policy holder...........................................................................................(in block letters)

S.S. Code.........................................................................................................................

Department in which working......................................................................................

Salary Roll or Badge No. where necessary................................................................

Premium Amount Rs.............................Date of commencement..............................

Whether Kerala State Government servant or not...................................................

.........................................................

........................................................

........................................................

ANNEXURE B

LIFE INSURANCE CORPORATION OF INDIA

Kerala State Government ServantsPremium Deduction Book

Name and address of the Employer

Policy No. andDate of

Commencement

Short NamePlan and Sum

Te r m Assured

Due dateand

Mode

InstalmentPremium Rs. P.

AGENCY

}

APPENDIX 11

85

INSTRUCTION TO THE POLICYHOLDER

1. Each and every entry of deduction of insurance premia shouldbe attested by the Drawing Officer concerned. Under no circumstancesshould any entry or correction be made in the premium Deduction Book by thepolicy holder.

2. The premium Deduction Book is mainly a record of deduction or readyreference by the policyholder and should therefore be kept safely by him/herand produced to the Corporation when necessary.

3. If the premium Deduction Book is lost a duplicate will be issued onpayment of rupees five and complying with the necessary formalities.

4. Should at any time the policy holder decide to discontinue payment ofpremium by deduction from his/her monthly salary, notice thereof should be sentto the Drawing Officer concerned and to the Corporation. In such a case theCorporation will accept premiums by direct payments subject to payment of theusual extra of 5 per cent for monthly mode of payment and subject to removalof 75 P. rebates.

5. All communications should be addressed to the Divisional Manager,Life Insurance Corporation of India, P. B. No.76, Trivandrum/DivisionalManager, Life Insurance Corporation of India, P.B. No. 177, Old CollectorateBuilding, Kozhikode-1.*

*[G.O. (P) 25/77/Fin., dated 20th January 1977]

6. All changes of office address, promotions or transfers involving achange in the Drawing Officer should be promptly communicated to the Corpo-ration by the policyholder.

7. If any intimation is received from the Corporation by the policyholderabout the non-payment of a particular instalment of premium, the policyholdershould immediately arrange to pay the premium and produce satisfactoryevidence of good health, if necessary, to the Corporation, unless the instalmentpremium has already been deducted or paid in which case the policyholdershould promptly take up the matter with the Corporation.

APPENDIX 11

86

APPENDIX 11

LIFE INSURANCE CORPORATION OF INDIAPolicy No. ...................... Year 20........

Due

mon

th o

fPr

emiu

m

Dat

e of

enc

ash-

men

t of

pay

Bill

Rem

arks

Amount ofPremiumdeducted

Rs. P.

Initial of Drawing Officerwith designation

and name of officein full of policy holder

Name ofTreasury/Bank in

which thebill is

cashed

Jan.

Feb.

Mar.

Apr.

May

June

July

Aug.

Sept.

Oct.

Nov.

Dec.

87

AN

NEX

UR

E C

Reg

iste

r o

f I

nsur

ance

Pr

emia

fo

r t

he

year

20

......

..(F

or

Perm

anen

t P

ay

Bill

s/Te

mpo

rary

Pa

y B

ills

for

th

e o

ffic

e....

......

......

......

......

......

......

......

)

Jan.

20..

Rs.

P.

Feb.

20..

Rs.

P.

Apr

il20

..

Rs.

P.

June

20..

Rs.

P.

Sept

.20

..

Rs.

P.

Dec

.20

..

Rs.

P.

Oct

.20

..

Rs.

P.

Nov

.20

..

Rs.

P.

July

20..

Rs.

P.

Mar

.20

..

Rs.

P.

May

20..

Rs.

P.

Aug

.20

..

Rs.

P.

Remarks

317

416

515

614

713

812

911

101

2

Sl. number

Prem

ia r

ecov

ered

Nam

e of

the

empl

oyee

Policy No.

Premium

Rs.

P.

APPENDIX 11

88

AN

NEX

UR

E D

LIFE

IN

SUR

AN

CE

CO

RPO

RAT

ION

O

F IN

DIA

Ker

ala

Sta

te

Gov

ernm

ent

Em

ploy

ees’

Po

licie

s

Stat

emen

t sh

owin

g de

duct

ions

on

acco

unt

of P

rem

ia

tow

ards

Li

fe

Insu

ranc

e C

orpo

ratio

n o

f I

ndia

po

licie

s f

rom

Pay/

Sala

ry

Bill

fo

r.....

......

......

......

......

......

..20.

......

......

.

Des

igna

tion

of D

raw

ing

Off

icer

......

......

......

......

......

......

......

...

......

......

......

......

......

......

......

......

.

......

......

......

......

......

......

......

......

.

......

......

......

......

......

......

......

......

.

......

......

......

......

......

......

......

......

.

Nam

e an

d ad

dres

sof

Ins

titut

ion

Cod

e N

o. o

f In

stitu

tion

{M

onth

to

whi

ch t

here

cove

ryre

late

sN

ame

of P

olic

yhol

der

Polic

y N

o.Pr

emiu

m

Rs.

P.

Am

ount

dedu

cted

R

s.

P.

Rem

arks

(suc

h as

tra

nsfe

r, et

c.)

12

34

56

78

NO

TE:—

(1)

Plea

se g

ive

full

parti

cula

rs o

f pr

evio

us o

ffic

e,

in c

ase

of t

rans

fer

to y

our

offic

e, i

n th

e co

lum

n “R

emar

ks”.

(2)

To a

void

cre

dit f

or p

rem

ium

s be

ing

give

n to

wro

ng a

ccou

nts.

Car

e s

houl

d be

ta

ken

to s

tate

th

e co

rrec

t po

licy

num

bers

.

Sign

atur

e of

Dra

win

g O

ffice

r an

d D

esig

natio

n.

For

use

in

Tre

asur

y/B

ank

Nam

e of

Tre

asur

y/B

ank.

......

......

......

......

......

......

......

......

......

......

......

......

.....

Am

ount

rem

itted

......

......

......

......

......

......

......

......

......

......

......

......

....C

hala

n N

o./S

eria

l N

o. .

......

......

......

......

......

.D

ate.

......

......

......

......

......

......

...Tr

easu

ry

Offi

cer/

Bank

Ag

ent.

Tota

l

APPENDIX 11

89

*AN

NEX

URE

E

*Del

eted

vid

e G.

O.(P

) No.

356

/93/

Fin.

, dat

ed 1

4th

June

199

3.

AN

NEX

URE

F

Sum

mar

y Sta

tem

ent o

f Ins

uran

ce C

olle

ctio

ns fo

r th

e m

onth

of..

......

......

......

......

......

.....2

0....

......

......

.fo

r th

e Ba

nk...

......

......

......

......

......

..../T

reas

ury..

......

......

......

......

......

..

Rem

arks

5

Dat

e of

colle

ctio

n

Nam

e (o

rD

esig

natio

n a

ndad

dres

s) o

f th

eD

raw

ing

Offi

cer

Tota

l ded

uctio

nto

war

ds in

sura

nce

prem

ia in

the B

ill

R

s.

P

.

Gro

ss a

nd n

etam

ount

of t

he b

illan

d na

ture

of t

he b

ill(w

heth

er p

erm

anen

tor

tem

pora

ry)

12

34

APPENDIX 1184

90

FORMS

91

92

Stat

ion

:Si

gnat

ure

:D

ate

:D

esig

nati

on :

K. F

. C. F

OR

M1A

[See

Cha

pter

II,

Arti

cle

13 (

2) ]

Stat

emen

t s

how

ing

par

ticu

lars

of

offi

cers

o

ccup

ying

G

over

nmen

tre

side

ntia

lbu

ildin

gs

Off

ice

of

the

....

......

......

....

Dep

artm

ent

of

......

......

.....

for

the

mon

th

of .

......

......

......

...20

.....

(To

be s

ent

to

the

Exe

cutiv

e E

ngin

eer

not

la

ter

tha

n th

e 15

th o

f e

very

m

onth

in

the

cas

e of

bu

ildin

gsun

der

the

ch

arge

of

the

P. W

. D.)

Name and designation of theOfficer occupying the build-ing (whether gazetted ornon-gazetted)

Serial number

Particulars of building

Mon

thly

rat

e of

pay

and

allo

wan

ces

As on the first of themonth

Changes, if any in thecourse of the monthwith date

Date of occupation

Date of vacation

Whether eligible for rent freeconcessions etc.

Disbursing Officer (TreasuryOfficer in the case of gazettedofficers and head of officein the case of others)

Remarks

12

34

56

78

910

FORMS

93

K. F

. C. F

OR

M1B

(See

Cha

pter

II,

Arti

cles

14,

15,

16

and

19)

Dem

and

stat

emen

t o

f r

ents

rec

over

able

fro

m

pay

bill

s of

G

over

nmen

t e

mpl

oyee

s o

ccup

ying

Gov

ernm

ent

resi

dent

ial

buil

ding

s in

the

cha

rges

of

the

Pub

lic

Wor

ks D

epar

tmen

t

Nam

e of

div

isio

nM

ajor

hea

d to

be

cred

ited

(To

be f

iled

in b

y th

e Tr

easu

ryO

ffic

er)

Register number ofbuilding

Name of building

Name, rank and officeof occupant, withrates of pay andallowances, as knownto the ExecutiveEngineer

Amount due to end of 20........

Amount recoveredduring

Remarks with date andother particulars ofchanges in the ratesof emoluments shownIn col. 3.

12

34

56

Rs.

P.R

s.P.

Forw

arde

d to

the

(

Trea

sury

O

ffic

er

or

othe

r di

sbur

sing

off

icer

)

Dat

ed .

......

......

......

...20

......

......

...Ex

ecut

ive

Engi

neer

Com

plet

ed a

nd r

etur

ned

to t

he E

xecu

tive

Eng

inee

r ...

......

....

Div

isio

n.C

erti

fied

tha

t th

e em

olum

ents

of

the

tena

nts

nam

edin

the

sta

tem

ent

rem

aine

d un

chan

ged

duri

ng t

he m

onth

and

tha

t no

arr

ears

of

emol

umen

ts w

ere

paid

to

them

dur

ing

the

prev

ious

mon

th e

xcep

t as

ind

icat

ed i

n co

lum

n 6

of t

his

stat

emen

t.D

ated

....

......

......

......

...20

......

......

..(T

reas

ury

Off

icer

or

ot

her

Dis

burs

ing

Off

icer

)

FORMS

94

152

34

56

78

910

1113

1214

116

Number and year of the case

Name of party

Am

ount

Am

ount

Up to the month andremaining uncollected*

Fine

s im

pose

d In the month

Collection in the month

Compensation granted under CriminalProcedure Code and credited todeposits

Fines creditable to local bodies

Net amount credited to Magisterialfines

Amount written off

No. and date of the order sanctioningthe writing off

Fines cancelled on appeal beforerealisation

Balance

Amount refunded

Year, month and date of refund

Initials of the officer in token of refund

Remarks

*If

any

port

ion

of t

he a

mou

nt s

how

n in

thi

s co

lum

n w

as c

olle

cted

in

the

prev

ious

mon

th a

fter

the

dat

e of

las

t re

mit

tanc

eto

the

tre

asur

y, t

he d

ate

of c

olle

ctio

n w

ith t

he a

mou

nt

colle

cted

sha

ll be

sho

wn

in t

he c

olum

n of

rem

arks

.I.

......

......

....S

essi

ons

Judg

e/M

agis

trat

e of

....

......

......

......

.. he

reby

cer

tify

that

the

abo

ve i

s a

corr

ect

stat

emen

t of

fin

es i

mpo

sed

and

levi

ed i

n m

y co

urt

durin

g th

e m

onth

of

......

......

......

......

......

......

20.

......

......

..D

ate

......

......

......

.(M

agis

trat

e o

r S

essi

ons

Judg

e.)

Rs.

P.R

s.P.

Rs.

P.R

s.P.

Rs.

P.R

s.P.

Rs.

P.R

s.P.

Rs.

P.R

s.P.

K. F

. C. F

OR

M2

[See

Cha

pter

II,

Arti

cle

23

(a)

]St

atem

ent

of

fin

es

impo

sed,

co

llect

ed

and

ref

unde

d in

th

e C

ourt

of

t

he S

essi

ons

Judg

es/

Mag

istr

ate,

......

......

......

......

......

.....

duri

ng t

he m

onth

of

......

......

......

.....

20.

......

......

.

FORMS

95

K. F

. C. F

OR

M3

[See

Cha

pter

II,

Arti

cle

33 (

b) ]

Reg

iste

r o

f

Bill

s s

ent

to L

ocal

B

odie

s a

nd o

ther

D

epar

tmen

ts

11

23

45

67

89

101

Bill

Num

ber

Dat

e

Part

icul

ars

Am

ount

By

who

mpa

yabl

e

Num

ber

and

date

of

requ

isiti

on

Part

icul

ars

of p

aym

ent

into

the

trea

sury

Trea

sury

into

whi

chpa

id

Dat

e an

dch

alan

num

ber

Am

ount

Part

icul

ars

of f

urth

erco

rres

pon-

denc

e, i

fan

y

Remarks

Rs.

P.R

s.P.

FORMS

96

K. F

. C. F

OR

M4

[See

Cha

pter

III

, A

rticl

e 6

3 (a

) ]

Reg

iste

r o

f o

bjec

tion

slip

s, r

etre

nchm

ent

orde

rs,

etc.

, re

ceiv

ed f

rom

the

Acc

ount

ant-

Gen

eral

’s O

ffic

e

Remarks

Date of receipt

No.

Date

Documents to which the objection relates

Nature of objection

Amount objected to

From whom recoverable

Subordinate officer to whom sent

No. and date of reference

Date of return of the slip by the Subordinateofficer

Date of return to the Accountant-General’soffice

Particulars of reply

Amount recovered

From whom received

Reference to bills of treasury receipts

Serial No.

Acc

ount

ant-

Gen

eral

’s O

ffic

eob

ject

ion

slip

Rs.

P.R

s.P.

12

34

56

78

910

1112

1314

1516

17

FORMS

97

G. O

.(P)

308/

82/F

in.,

date

d 1

9-6-

1982

K. F

. C. F

OR

M4

A[S

ee C

hapt

er I

V,

Arti

cle

89

(4)

(d)

]R

egis

ter

of

cou

rt

atta

chm

ent

of

pay

, e

tc.

K. F

. C. F

OR

M4

B[S

ee C

hapt

er I

II,

Arti

cle

63

(d)]

Reg

iste

r o

f

insp

ecti

on

repo

rt

Serial number Serial number

DateDate of receipt

Name and designa-tion of defen-dant

Date

No.

A.G’s Office letterNo. and date

Period coveredby the report

Cou

rt’s

orde

r

Total No. of paras

Number of suit

Name of PlaintiffDate on which

first reply sentto A. G.

Particulars ofreply

Amount to berecovered

Initials of dis-bursing officer

Recovery amount

Date

Initials of dis-bursing officer

No. and date ofremittance

Date

Initials ofdisbursingofficer

RemarksRemarks

Reason for thedelay in furnish-ing the finalreply

Date on whichfinal reply toA.G.

Particulars ofreply

Particulars ofclearance inti-mated in half-yearly statementoftheAccountantGeneral

12

34

56

78

109

1112

1314

1516

12

34

56

78

910

1112

Rs.

P. R

s.P.

Ack

now

ledg

edby

the

Cou

rt

FORMS

98

K. F

. C. F

OR

M5

(See

Cha

pter

III

, A

rticl

e 6

6)

Reg

iste

r o

f S

peci

al

Adv

ance

No. and date of order

Adj

ustm

ent

Purpose for which advance issanctioned

Amount of advance

Period within which the advance should beadjusted

How to be adjusted

Date on which the advance isdrawn

Reference to cash book

Initials of the officer

Date

How and when unadjusted

Amount

Balance remaining adjusted

Remarks

12

35

46

78

910

1112

1314

Rs.

P.R

s.P.

Rs.

P.R

s.P.

Amount drawn

FORMS

99

*K. F

. C. F

ORM

7

[See

Cha

pter

IV ,

Arti

cle 8

1 (a

)]R

epor

t o

f T

rans

fer

of C

harg

e

Hea

dqua

rters

......

......

......

......

......

......

......

......

......

......

......

......

......

.... D

ate .

......

......

......

......

......

......

......

......

.....

Fore

noon

/Afte

rnoo

n

Post

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

Ord

er un

der w

hich

tran

sfer

of ch

arge

is m

ade .

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

....

RE

LIE

VE

DO

FFIC

ER

1.N

ame a

nd in

itial

s (Bl

ock

lette

rs)

:

2.(i)

If p

roce

edin

g o

n le

ave

(a)

Nat

ure,

dur

atio

n an

d p

erio

d o

f le

ave

:(b

)A

ddre

ss d

urin

g le

ave

: (i

i) If

on

tran

sfer

-(a

)Po

st:

(b)

Stat

ion

to w

hich

tra

nsfe

rred

:

3.Si

gnat

ure

:

4.R

egul

ar p

ost

held

(if

onl

y h

oldi

ng a

dditi

onal

cha

rge)

:

5.Si

gnat

ure,

des

igna

tion

and

add

ress

of

coun

ters

igni

ng:

offic

er (

if o

nly

nec

essa

ry)

FORMS

100

RE

LIE

VIN

GO

FF

ICE

R

6.N

ame a

nd in

itial

s (Bl

ock

lette

rs)

7. (i

)W

heth

er re

turn

ing

from

leav

e:

(ii)

If so

, pla

ce a

t whi

ch o

rder

s of

:po

stin

g w

ere r

ecei

ved

(i

ii)If

not

, fro

m w

hat—

(a)

Post

:(b

)St

atio

n tra

nsfe

rred

:(c

)D

ate o

f rel

ief a

t old

stat

ion

: F

oren

oon/

Afte

rnoo

n

8.Si

gnat

ure

:

9.R

egul

ar p

ost

held

(if

onl

y h

oldi

ng a

dditi

onal

cha

rge)

:

10.

Nam

e of

Tre

asur

y fr

om w

hich

pay

men

t is

to

be

draw

n:

11.

Sign

atur

e, d

esig

natio

n a

nd a

ddre

ss o

f co

unte

rsig

ning

:of

ficer

(if

onl

y n

eces

sary

)N

OTE

:—1.

The

repo

rt o

f tr

ansf

er o

f ch

arge

sho

uld

be

sen

t b

y t

he

offic

er c

once

rned

by

pos

t on

the

sa

me

day

to t

he A

ccou

ntan

t G

ener

al (

A&

E).

2.

Whe

n th

e re

ports

of

tran

sfer

of

char

ges

are

sign

ed c

onjo

intly

by

the

relie

ving

and

rel

ieve

d o

ffice

rs

each

of

th

em

shou

ld

forw

ard

sep

arat

e c

opy

of

the

rep

ort

to

the

Acc

ount

ant

Gen

eral

(A

&E)

with

the

dul

y fi

lled

up

cove

ring

lette

r on

the

fac

ing

pag

e. 3

.A

cop

y o

f th

e re

port

of

trans

fer

of c

harg

e sh

ould

sim

ulta

neou

sly

be

sent

to

the

con

cern

ed tr

easu

ry o

ffice

r.

FORMS

101

No.

......

......

......

......

......

......

......

......

......

......

......

...

Dat

ed...

......

......

......

......

......

......

......

......

......

......

..Fr

om

......

......

......

......

......

......

......

......

......

......

......

.

......

......

......

......

......

......

......

......

......

......

......

.

......

......

......

......

......

......

......

......

......

......

......

.(F

ull p

osta

l add

ress

incl

udin

g P

INC

OD

Eto

be

giv

en h

ere)

To

The

Acc

ount

ant G

ener

al (A

&E)

......

......

......

......

......

......

......

......

......

......

......

.

......

......

......

......

......

......

......

......

......

......

......

.

Ref:

Entt.

No.

Ge..

......

......

......

......

......

......

......

......

......

......

......

......

......

...

Sir,

I am

for

war

ding

my

Rep

ort

of T

rans

fer

of C

harg

e o

n †

assu

min

g/re

linqu

ishi

ng/c

harg

e/ad

ditio

nal

char

ge o

fth

e po

st of

......

......

......

......

......

......

......

......

......

......

......

......

......

...on

......

......

......

......

......

......

......

......

......

......

......

..For

enoo

n/A

fter

noon

.

Your

s fa

ithfu

lly,

......

......

......

......

......

......

......

......

......

......

......

.

......

......

......

......

......

......

......

......

......

......

......

.

FORMS

102

For

use

of

the

A&

E O

ffice

Ente

red

in t

he E

ntt.

Reg

iste

r

Ente

red

in t

he L

eave

Acc

ount

Pay

Slip

issu

ed o

n....

......

......

......

......

......

......

......

......

......

.....

Acc

ount

ant

SO/A

AO

Copy

to...

......

......

......

......

......

......

......

......

......

......

......

......

......

......

.

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

.

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

......

.

*Rev

ised

vid

e G.

O.(P

) No.

268

/95/

Fin.

, dat

ed 2

8th

Mar

ch 1

995.

†Stri

ke o

ff w

hich

ever

is

not

appl

icab

le.

FORMS

103

K. F. C. FORM 8

[See Chapter IV, Article 81 (a) and Chapter V, Article 96]

Acknowledgment of permanent advances, etc., to beattached to the first salary bill of the relieving officer

presented after the transfer of charge

Office of the ...............................1. We certify that the furniture register and the catalogue of

books of this office/institution have been properly written up and keptup-to-date. The articles and books have been counted and examinedby us/the office assistant Sri......................... under our direction andsupervision on the ................................ They are in good condition and agreewith the Furniture Register and catalogue of books and written up tothis day.

2. I ..................(relieving officer) certify that I have this daytaken over the sum of Rs. ................... being the permanent advance of thisoffice/institution from ........................... Sri .......... (relieved officer) and theamount is due from and has to be accounted for by me.

Signature of Relieved OfficerStation :Date :

Signature of Relieving Officer

NOTE :—When there is a transfer of charge of an office this certificateshould be written up and signed by both the relieved andrelieving officers and the certificate should be attached tothe first salary bill of the relieving officer presented afterthe transfer of charge.

FORMS

104

K. F. C. FORM 8 A

[See Chapter V, Article 96 and Chapter XIII, Article 335 (c)]

Acknowledgment of permanent advance, stockof books, furniture, etc.

(To be sent to the Accountant-General on the 15th of April andwhenever there is a change in the amount of permanent advancesanctioned.)

Office of the .....................................

1. I certify that the Furniture Register and the catalogue ofbooks of this office/institution have been properly written up and keptup-to-date during the year ending March ..................... The articles and bookshave been counted and examined by me .............................. (under my directionand supervision) by Gazetted Assistant Sri ...................... on dates ..............They are in good condition and agree with the Furniture Register andcatalogue of books as written up to last day of March, 20...................

2. I hereby acknowledge that the amount of Rs. ....................... thepermanent advance of the office/institution is due from and has to beaccounted for by me.

Station : Signature :

Date : Designation of Officer :

K. F. C. FORM 9

(See Chapter I V, Article 83 )

Indemnity Bond

THIS DEED OF INDEMNITY executed on this the ...........................day of .........Two thousand and ................. by Sri ........................ ( H. E. name and address ofthe claimants) .......................... (hereinafter referred to as “theclaimants”) and Sri ............... and Sri ........................(H. E. names andaddresses of the sureties) ..........................(hereinafter referred to as “thesureties”) in favour of the Governor of Kerala (hereinafter referredto as “The Government”).

WHEREAS a sum of Rs. ................(amount in words) is due to theestate of the deceased Sri ..................from the Government being the arrearsof his pay and allowances on account of his office ;

FORMS

105

WHEREAS the claimants have represented to the Government thatthey are legally entitled to receive the said sum they being the legalheirs of the deceased Sri ............... and that the amount may be paid tothem on their executing an indemnity bond with to solvent sureties ashereinafter appearing ;

AND WHEREAS the Government have been pleased to sanction therequest of the claimants subject to the condition that they shouldexecutive an indemnity bond as hereinafter appearing with two suretiesto which the claimants and the sureties have agreed.

NOW THESE PRESENT WITNESSETH as follows :—

1. In consideration of the payment of the said sum of Rs..............to the claimants the claimants and sureties hereby agree that they willat all times indemnify and keep indemnified the Government fromall claims, losses and demands if any, made or which may be made andall actions and proceedings taken or which may be taken against theGovernment by any person whomsoever in respect of the payment ofthe said amount to the claimants.

2. The claimants and sureties hereby further agreed that all sumfound due to the Government under or by virtue of this bond shall berecoverable jointly and severally from them and their propertiesmovable and immovable under the provisions of the Revenue RecoveryAct for the time being in force as though such sums are arrears of landrevenue or in such other manner as the Government may deem fit.

3. The liability of the sureties under this deed is co-extensivewith that of the claimants and shall not be impaired or affected by anyvariation in the terms and conditions herein contained or theGovernment giving time or any other indulgence to the claimants.

IN WITNESSES whereof the claimants and the sureties have hereunto set their hands the day and year first above written.

Signed by Sri ................................

In the presence of witnesses :(1) ..............................(2) ..............................

Signed by Sri ......................................and Sri ..............................................

In the presence of witnesses :(1) ..............................(2) ..............................

FORMS

106

K. F

. C. F

ORM

9A(S

ee C

hapt

er IV

, Arti

cle

78)

Reg

ister

of

incr

emen

ts o

f th

e est

ablis

hmen

t of

......

......

......

......

......

......

......

......

......

.(S

epar

ate

folio

s sh

ould

be

allo

tted

for e

ach

mon

th)

Des

igna

tion

of

the p

ost .

......

......

......

......

......

......

......

......

......

.....

Scal

e of p

ay ...

......

......

......

......

......

......

......

......

......

......

......

....

Mon

th ...

......

......

......

...

Sl. No.

Nam

e of

incu

mbe

nt

Pay

on th

eda

te o

fin

crem

ent

Rs.

Dat

e, m

onth

and

year

inw

hich

incr

emen

tfa

lls d

ue

Futu

re p

ay

Rs.

Initi

als o

fth

e dr

awin

gof

ficer

Rem

arks

12

34

56

7

FORMS

107

Not

e 1.

—O

ne o

r m

ore

page

s, as

may

be

nece

ssar

y sh

ould

be

left

(a)

for

eac

h e

stab

lishm

ent

(b)

for

offic

er’s

per

sonn

el b

ill.

Not

e 2.

—A

ppro

pria

tion

(B

udge

t gr

ant)

to

each

Dep

artm

ent/

Off

ice

shou

ld b

e no

ted

at t

he t

op a

nd p

rogr

ess

of e

xpen

ditu

re a

gain

stth

e sa

me

wat

ched

.In

the

cas

e of

sel

f dr

awin

g of

fice

rs o

f of

fice

s lik

e Se

cret

aria

t, th

e B

ills

will

be

note

d in

the

Reg

iste

rin

For

m 9

B o

f th

e A

ccou

nts

Sect

ion

of G

.A.D

./Fin

ance

Dep

artm

ent/

Law

Dep

artm

ent,

etc.

But

in

the

case

of

offi

cers

who

se b

ills

do

not

requ

ire

coun

ter-

sign

atur

e th

e pr

ogre

ss o

f ex

pend

itur

e ag

ains

t th

e ap

prop

riat

ion

is s

epar

atel

y w

atch

edw

ith r

efer

ence

to

the

regi

ster

of

appr

opri

atio

n ke

pt i

n th

e of

fice

to

whi

ch t

he o

ffic

er c

once

rned

is

atta

ched

and

the

bill

s of

thes

e of

fice

rs a

re a

lso

rout

ed t

hrou

gh t

he o

ffic

e fo

r no

ting

pro

gres

sive

exp

endi

ture

und

er T

rave

llin

g A

llow

ance

wit

hre

fere

nce

to t

he a

ppro

pria

tion

for

the

Off

ice.

”[G

.O.

(P)

178/

82/F

in.,

date

d 13

th

Apr

il 19

82]

K. F

. C. F

OR

M9B

[See

Cha

pter

IV

, A

rticl

e 8

5 (d

)]

“Che

ck

Reg

iste

r

of

Trav

ellin

g A

llow

ance

B

ills

of

off

icer

s w

ho

are

the

ir

own

con

trol

ling

off

icer

s a

nd

who

sebi

lls

do

not

req

uire

co

unte

r-si

gnat

ure/

Trav

ellin

g A

llow

ance

B

ills

rec

eive

d

for

coun

ter-

sign

atur

ein

the

off

ice

of .

......

......

......

......

......

......

......

.....

[G.O

. (P

) 33

6/82

/Fin

., da

ted

12th

Jul

y 19

82]

Nam

e of

O

ffic

er

or

Esta

blis

hmen

t ...

......

......

......

......

..

13

85

67

24

910

1112

1413

Serial number

Name of officer

Year and month withother particulars ofclaim

Date of receipt

Gross amount claimed

Advance T.A. drawn ifany with authority

Amount if any disallowedwith authority

Net amount payable

Amount passed

Signature of the officerclaiming the bill/signature of the officercounter-signing thebill

Date of return

Particulars of intercorrespondence, if any

Progressive total of theexpenditure underTravelling Allowance

Remarks

Rs.

Rs.

Rs.

Rs.

Rs.

FORMS

108

K. F

. C. F

OR

M10

(See

Cha

pter

V,

A

rticl

es

104

and

108)

Reg

iste

r of

con

ting

ent

char

ges

of t

he o

ffic

e of

the

....

......

......

......

......

......

......

....

for

......

......

......

......

......

......

......

... D

istr

ict

20...

.....

(Com

mon

for

ms

of c

ontin

gent

reg

iste

r to

be

used

in

all

Dep

artm

ents

exc

ept

in t

he G

over

nmen

t Pr

ess

and

Jail

Dep

artm

ent)

Rs.

P.

13

85

67

24

910

1112

1413

1516

17

Rs.

P.R

s.P.

Rs.

P.R

s.P.

Rs.

P.

Date

To whom paid (Appropriationfor each head)

No. of sub-vouchers/contingentabstract

Sub-

head

, det

aile

d ac

coun

t hea

ds a

nd s

ub-

divi

sion

s th

ereo

f

Unu

sual

char

ges

Description

Amount

Total of each contingent abstract

Total of each month’s bill

Date of detailed bill

Date of admission with initials

Advances

Remarks

FORMS

109

*K. F

. C. F

OR

M10

A(S

ee C

hapt

er

V,

Arti

cle

104

) R

egis

ter

of

Rec

urri

ng

Cha

rges

(C

onti

ngen

cies

) i

n t

he

offi

ce

of

the

......

......

......

......

......

......

......

..

13

85

67

24

910

1112

13

Serial number

Det

ails

of

clai

m

Amount already paid

Net amount

No. and date of contingent bill

Date of encashment

Date of payment

Initials of drawing officer

Remarks

Particulars of sanction

To whom paid

Nature of claim

Period

Gross amount

*[G.

O.

(P)

16/7

7/Fi

n.,

date

d 17

th

Janu

ary

197

7]

FORMS

110

K. F. C. FORM 11

(See Chapter V, Article 107 )

Detailed Countersigned Contingent Bill No. ...................

Note :—Government employees whose bills are countersigned beforepayment by the controlling officer should use Form T. R. 59K. T. C.

(Not payable at the Treasury)

Sent to the Controlling authority on ........................... 20...........

Countersigned and sent to the Accountant General on ......... 20.....

Monthly detailed bill of contingent charges of ........................................................... for the month of ..................................20.......

District : Head of Service :

No. of Sub-voucher

Description of charge and number anddate of authority for any charge

requiring special sanction

Amount

Rs. P.

carried over

Brought forward

Total

FORMS

111

*Revised vide G.O. (P) 485/88/Fin., dated 19th July, 1988.

Drawn on abstract Bill No. ....................... dated ................ ..

do. ..do. ..do. ..

Add amount disallowed from Contingent Bill ..No. .................. dated .................. and refunded bydeduction from Contingent Bill No. ...............dated ......................

Add amount disallowed from Contingent Bill ..No. ................ dated ..............and reallowed in letterdated ......................

Total of this bill ..

1. I certify that the expenditure charged in this bill could not,with due regard to the interests of the public service, be avoided. Icertify that, to the best of my knowledge and belief, the paymentsentered in this bill have been duly made to the parties entitled toreceive them. Vouchers for all items of the expenditure above *Rs. 1000 inamount, and all bills to be paid by book transfer are attached to the bill. I have,as far as possible, obtained vouchers for other sums, and am responsible thatthey have been so cancelled that they cannot be used again.

2. I certify that the materials and stores billed for above havebeen brought on the respective inventories and that all materials andstores are being duly accounted for and verified in the manner laiddown in Articles 151_161 of the K. F. C.

3. I certify that the articles or materials billed for have beenpurchased on the tender system prescribed in Articles 131 and 132 ofK.F.C. and have been received in good order, that their quantities arecorrect and their quality good, that the rates paid are not in excess ofthe accepted and the market rates, and that suitable notes of paymentshave been recorded against the original indents and invoices concernedto prevent double payments.

4. I certify that—

(a) the expenditure on conveyance hire charged in this bill wasactually incurred, was unavoidable and is within the schedule scale ofcharges for the conveyance used, and

FORMS

112

(b) the Government employee concerned is not entitled to drawtravelling allowance under the ordinary rules for the journey, and heis not granted any compensatory leave and does not and will not other-wise receive any special remuneration for the performance of the dutywhich necessitated the journey.

Appropriation for 20....... 20....... ..

Expenditure including this bill ..

Amount of bills to be paid by book transfer ..annexed

Balance available ..

Dated ......................20........ Signature of the disburser

(For the use of the Controlling Authority)Disallowed from sub-voucher No. ........ dated ............ ..

do. ..do. ..

Total of this bill ..

Passed for Rupees .........................

I certify that in support of every charge of more than *Rs. 1000 madein this bill, a receipt or other voucher has been given me and is nowin my possession. **I also certify that the vouchers and receipts for allother items for Rs. 1000 or less are in proper form and order and that theyhave been so cancelled that they cannot be used again in support of claimsagainst Government. All bills to be paid by book transfer are also in mypossession.

Signature of the Controlling Authority.

Dated ...................20.............

*Substitution [G. O. (P) 485/88/Fin., dated 19th July, 1988]**Recasted vide G. O. (P) 485/88/Fin., dated 19th July, 1988

Notes.—The progress of expenditure should be recorded under eachsub-head of appropriation, and if so directed by the con-trolling authority, each detailed account head.

Certificates which are not applicable to the claims preferredin the bill are to be struck off.

FORMS

113

FORMS

*[G.

O.

(P)

214/

78/F

in.,

date

d 25

th

Febr

uary

19

78.]

*K. F

. C. F

ORM

12(S

ee C

hapt

er V

, Arti

cle

113,

Not

e 6)

Stat

emen

t of

sup

plie

s m

ade/

serv

ices

ren

dere

d b

y ....

......

......

......

......

......

.... d

urin

g th

e m

onth

of .

......

......

......

......

......

......

.. 20.

......

.. ...

13

85

67

24

Dat

e of

supp

ly

No.

and

date

of

invo

ice

To w

hom

supp

lied

Parti

cula

rsof

sup

ply

Am

ount

of

invo

ice

Mon

th

Mod

e of

settl

emen

tof

the c

laim

with

deta

ils (

viz.

,C

hequ

e, B

ank

draf

t, ad

just

men

tBi

ll)

Rem

arks

Stat

ion

:Si

gnat

ure

and

Des

igna

tion

of t

heD

ate :

Supp

lyin

g O

ffice

r.

114

FORMS

K. F. C. FORM 13

(See Chapter VI, Article 122)

GOVERNMENT OF KERALA

Indent for stores required in ...................... for the Department of ......Indent No. ............................ dated ....................20...........

Reference to any previous corres-pondence relating to articlesincluded in this indent :

State whether funds required forthe expenditure involved havebeen provided in the budget forthe year :

The address to which storesindented are to be consigned(nearest Railway Station shouldbe mentioned) :

Name of officer who will inspectthe consignment :

Any other special instruction :

I hereby certify that the purchase of the stores included in thisindent is within my administrative powers/has been sanctioned bycompetent authority vide sanction order noted in the remarks columnof the indent.

Signature andStation : Designation of Indenting OfficerDate :

115

FORMSRE

VER

SEO

F K

. F. C

. FO

RM13

Serial number

Name of last supplier

Purpose for which articlesare required to guidesupply

Place at which delivery issought

Remarks

Classification number

Articles with full descrip-tion and accurate speci-fication, etc.

Stock on hand after veri-fication

Purchase of the yearincluding goods on order

Quantity required for theyear

13

85

67

24

910

1112

Uni

tA

mou

ntR

s.

Rat

e at

whi

chla

st p

urch

ased

or

estim

ated

cos

t if

fres

h pu

rcha

se(w

hich

wou

ld b

esp

ecifi

ed)

116

K. F. C. FORM 13

Instructions for the preparation of annual indents

Judged on the basis of the average consumption of the last 3 years,indents for the annual requirements of the articles for each office foreach financial year should be prepared and sent to the competent autho-rity in the prescribed form not later than the first February of theprevious year. Indents for dietary articles and those for articles whichfall within the purview of the Stores Purchase Committee should beprepared separately. A tentative list of the articles which are dealtwith by the S. P. C. has been supplied to all departments.

2. The stores required should be properly grouped together. Ageneral grouping of the articles is shown in the tentative list supplied.

3. Indents for articles that are to be obtained from StationeryDepartment or other departmental stores should be placed on theDepartments concerned early enough. Such articles are not to beincluded in this indent.

4. The details called for in this indent form must be supplied inall cases. Complete and correct specifications including trade name,size, etc., of each article indented for should be furnished invariably.Mention of particular makes or brands should be avoided as far aspossible. Even where such mention is unavoidable, the words “orequivalent” or “or similar” should be added at the end.

5. As uniformity in the units of supply has to be secured, theindenting officers should state their requirements both by weight and bynumber of volume wherever mention of unit in either way is possible.

6. The place at which delivery is required should be indicated.Where the place of delivery is away from places served by the railwaysthe nearest Railway Station should also be mentioned alongside.

7. The annual indents should be prepared as carefully and com-prehensively as possible, and supplemental indents for urgent require-ments should be avoided as far as possible. Where however, suppliesof particular items are required earlier they should be marked outprominently.

117

FORMSK

. F. C

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RM15

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Cha

pter

VI,

Arti

cle

133)

Reg

ister

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85

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118

FORMSK

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16

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V

I, A

rticl

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book

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Remarks

17

By whom received or to whom issued

Number

Weight or measure

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12

34

56

78

910

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12

35

46

78

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FORMSK

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45

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89

1011

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12

34

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FORMS

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Det

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of a

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escr

iptio

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icul

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ofea

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in t

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Det

ails

of

earn

est

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Hig

hest

bid

Date of auctionnotice

Mode and dateof publicationof auctionnotice in thedailies (specifythe names/Gazette)

Specification

Quantity, withunit

Conditions atthe time ofauction

Name

Address in full

In cash

Chalan No. anddate

Rs.

Amount

Amount

Rs.

Acknowledgment ofE.M.D. by the unsuccess-ful bidders with date

Date of confirmation/can-cellation of auction withauthority

Signature of the success-ful bidder in token ofaccepting the auction

Rs.Amount of final bid

Date of entrustment ofproperty to the success-ful bidder

Dateofremovalofpropertyfrom the site of auction

7(a)

7(b)

8(a)

8(b)

8(c)

9(a)

9(b)

10(a

)10

(b)

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1213

1415

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1.

2.

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122

FORMSK

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Amount realised

Name of article

Rate

Amount

Storage charges

Auctioner’s commission

Quantity

Loss (if any)

To whom and whensold

Classification of receipt

Chalan No. and dateof remittance intoTreasury

Remarks and explana-tions of loss, if any,with report of stepstaken towards necessaryadjustments

12

34

56

78

910

1112

Rs.

Rs.

Rs.

Rs.

Rs.

Rs.

Tota

l

Stat

ion

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ate

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gnat

ure

of

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123

FORMSK

. F. C

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RM21

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pter

VI,

Arti

cle

156,

Not

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RE

POR

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Rep

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of t

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hav

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icea

ble

Num

ber

orQ

uant

ity

Des

crip

tion

of a

rticl

es

Ass

esse

d v

alue

w

ith

refe

r-en

ce t

o th

e co

nditi

on o

fth

e ar

ticle

s an

d th

e ex

ist-

ing

mar

ket

pric

e

Val

ue o

n th

e B

ooks

†

13

85

67

24

Rat

eA

mou

ntD

ate

ofre

ceip

t

Rem

arks

by

the

subo

rdi-

nate

in

char

ge e

xpla

inin

gth

e ca

use

of t

he a

rticl

esbe

com

ing

unse

rvic

eabl

e

Rem

arks

or

orde

rs o

f t

he c

om-

pete

nt a

utho

rity

* A

utho

rity

to w

rite

off

shou

ld b

e ob

tain

ed i

n th

is f

orm

.O

ffic

er-in

-cha

rge

:

† If

the

boo

k va

lue

is n

ot k

now

n, t

he r

epla

cem

ent

valu

e sh

ould

be

Sign

atur

e :

ente

red

in t

his

colu

mn.

Des

igna

tion

:D

ate

:

Rs.

P.R

s.P.

Rs.

P.

124

FORMSK

. F. C

. FO

RM22

(See

Cha

pter

VI,

Arti

cle

157,

Not

e )R

epor

t of

sur

plus

sto

res

for

disp

osal

Rem

arks

7

Sign

atur

e:D

esig

natio

n :

Dat

e :

Item

No.

Parti

cula

rs o

f st

ores

Qua

ntity

/W

eigh

tC

ondi

tion

and

year

of p

urch

ase

13

56

24

Boo

k va

lue/

Orig

inal

purc

hase

pric

e

Mod

e of

dis

posa

l(s

ale,

pub

lic a

uctio

nor

oth

erw

ise)

125

K. F .C.[See Chapter VII

Register of immovableI. REGISTER OF

Office of ................................

1 2 4 5

a b c d e f g h a b c d e f g h i j k l m

Reg

iste

r n

umbe

r

Talu

k

Vill

age

Surv

ey N

o.

How

use

d

Purp

ose

for

whi

ch r

equi

red

No.

and

dat

e of

not

ific

atio

n

No.

and

dat

e of

aw

ard

stat

emen

tsA

mou

nt

of a

war

dN

o. a

nd d

ate

of v

ouch

er f

or p

aym

ent

of c

ompe

nsat

ion

Mon

th o

f ac

coun

t in

whi

ch c

ost

is a

djus

ted

in t

heD

ivis

iona

l Acc

ount

sFi

nal

head

of

debi

tH

ow u

sed

Des

crip

tion

:M

ain

bu

ildin

gs,

out

-hou

se,

ser

vant

s’

quar

ters

, ten

nis

cour

ts, g

arde

ns e

tc.

No.

of

each

typ

e of

bui

ldin

gs o

r ot

her

asse

tsD

imen

sion

sD

ate

of c

onst

ruct

ion/

acqu

isiti

onC

ost

of c

onst

ruct

ion/

acqu

isiti

onN

o. a

nd d

ate

of f

inal

bill

sN

o. a

nd d

ate

of c

ompl

etio

n re

port

Are

a

Stan

dard

ren

tG

over

nmen

t or

der

fixin

g st

anda

rd r

ent

If f

urni

shed

, ap

prox

imat

e co

st o

f fu

rnitu

reSt

anda

rd h

ire o

f fu

rnitu

re f

ixed

as

per

rule

sIte

m

No.

in

the

reg

iste

r o

f

rent

s o

f

build

ings

an

dla

nds

Details of acquisition Details of buildings on the site

II. REGISTER OF ROADSOffice of .............................................

Reg

iste

r n

umbe

r

Nam

e/N

o.

ofro

ad

Loca

tion

of r

oad

Loca

tion

of

brid

ge/c

ulve

rt,

etc.

Type of road/bridge/culvert Details of land award

Des

ign

road

Cle

ar r

oad

way

Cle

ar s

pan

Det

ails

of

c

on-

stru

ctio

n

orac

quis

ition

No.

and

dat

eof

not

ific

a-ti

onN

o.an

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teof

aw

ard

No.

and

date

of v

ouch

erfo

r pa

y-m

ent

o

fco

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nsa-

tion

6 73

126

FORM 23Article 170]Government PropertiesLANDS AND BUILDINGS

BRIDGES AND CULVERTS

(i)

Des

crip

tion

Cos

t

Details of treesDetails of subse-quent additions/reduction and

alteration

8

a b c d a b c d e f ga ca

Ave

rage

yie

ld p

er m

onth

Tota

l co

st

Mat

eria

ls w

ith d

imen

sion

s

Purp

ose

inte

nded

No.

and

dat

e of

com

plet

ion

repo

rt

Ref

eren

ce t

o st

anda

rd m

easu

rem

ent

book

Nat

ure

of w

ork

Dat

e of

com

plet

ion

Bea

ring

/non

-bea

ring

No.

and

dat

e of

fin

al b

ill

Sign

atur

e an

d de

sign

atio

n of

off

icer

bc d e f d a b c c

Details offittings andinstallations

Details ofmaintenanceand repairs

Details ofPlans

Dat

e of

ins

talla

tion

Det

ails

of

vouc

her

Des

crip

tion

Num

ber

Dat

e of

fel

ling

Rea

sons

for

fel

ling

Part

icul

ars

Dat

e

Dra

wn

Sect

ion

Sign

edN

ame

and

desi

gnat

ion

of

the

offic

er b

y w

hom

—

9 10 11 12 13

How

use

d

Cos

t

Dat

e

Details of improvements, alterations, maintenance, etc.

Hea

d of

acco

unt

Part

icul

ars

Cos

t

Mon

th o

fad

just

men

t

Det

ails

of

com

plet

ion

repo

rt

Sign

atur

e

and

desi

gnat

ion

ofth

e of

fice

r

b(ii)

127

I certify that the above work was commenced on ...................................thatI have inspected it personally and that the work has been carried out satisfactorily,in accordance with the estimate.Date Head of Office

CountersignedDate Controlling Officer.

*Excess to be entered in red ink, savings in black ink.

K. F .C. FORM 23 A[See Chapter VII, Article 173 (b)]

Detailed EstimateDistrict: Taluk :Village and Survey : Date and cost of original

constructionName and number of work : Date and cost of last repairs:

}

K. F. C. FORM 24(See Chapter VII, Article 194)

Completion ReportName of work ..Number and date of sanction ..Amount of estimate .. Rs.Expenditure .. Rs.Excess .. Rs.Percentage of excess ..Explanation of excess ..Date of commencement of work ..Date of completion ..Major head ..Minor head ..Sub head ..Detailed head ..

Details of workN

umbe

r Measurement

Length Breadth Depth Are

a of

con

tent

s Total quan-tity of eachdescription

of work1 2 3 4 5 6 7

As estimated As executed Difference*

Parti

cula

rs o

f w

ork

Qua

ntit

y

Rat

e

Am

ount

Qua

ntit

y

Rat

e

Am

ount

Qua

ntit

y

Rat

e

Am

ount

Ref

eren

ce t

o pa

ra-

grap

hs e

xpla

inin

gex

cess

1 2 3 4 5 6 7 8 9 10 11

Rs. Rs. Rs. Rs. Rs. Rs.

128

Name of the manager or the holder ofthe Inam for the time being and thepurpose for which the Beriz deduction/Tasdic allowance was sanctioned

Talu

k:D

istric

t:Name of the religious institution orservice or nature of the Inam and the village in which situated

Number and date of orders sanctioningthe payment of Beriz deduction/Tasdic allowances

Name of the Village from the Beriz ofwhich the allowance should be deducted

Amount of assessment on the Inam (i.e. subject to suspensions and remissions)

Jodi, Quit rent or excess charge on theInam

Net amount of Tasdic allowance orderedto be deducted from the Beriz (Col. 5minus Col. 6)

Amount due on account of previous year

Total due

Month

Amount deducted

Parti

cula

rs o

f a

ctua

l ded

uc-

tions

mad

e fro

m th

e Ber

iz in

the

year

Balance

Remarks

1

2

3

4

5

6

7

8

9

10

11

12

1

3

Rs.

P

Rs.

P

Rs.

P

Rs.

PR

s P

R

s. P

R

s. P

FORMS

K.F

.C. F

OR

M 2

4 A

[See

Cha

pter

VIII

, Arti

cle 2

05 (e

)]Ta

luk

Reg

ister

show

ing

the d

etai

ls of

Ber

iz D

educ

tions

/Tas

dic A

llow

ance

129

FORMSK

. F. C

. FO

RM24

B(S

ee C

hapt

er V

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rticl

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egist

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isatio

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rant

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-aid

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ce of

......

......

......

......

......

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r......

........

........

........

1

Period allowed for the utilisation of the grant

Serial number

Unspent balance, if any, (whether unspentbalance has been surrendered or is beingadjusted against future grant may be stated)

Name of the institution or individual to which/whom the grant-in-aid is paid

Purpose of the grant

Condition, if any, attached to the grant

Date of encashment of the grant bill

13

Remarks

38

56

72

49

1011

12

Number and date of sanction

Amount

14

Date by which audited statement of accountis expected

Officer/person responsible for furnishing theaudited accounts

Date on which audited statement of accountis furnished (with reasons for delay)

Date on which utilisation certificate is furnishedto the audit (with reasons for delay)

130

FORMS

K. F. C. FORM 25

[See Chapter IX, Article 234 (3) Clause (e) ]

Warning Notice

Sri/Smt ....................................................is informed that the ........................instalment of the loan sanctioned to him/her in ..........................dated ............................................falls due for repayment on ....................................He/She is requested to make payment of the amount (Vide details given below)on or before the due date.

Amount of instalment .. Principal Rs......................Interest Rs......................

Arrears, if any .. Principal Rs......................Interest Rs......................

Head of account

Signature of Officer

K. F. C. FORM 25A

(See Chapter IX, Articles 242 and 243)

Application Form for advance for the purchase ofMotor Car/Motor Cycle/Scooter

1. Name of the applicant ..2. (a) Date of birth ..

( b) Date of superannuation/retirement ..

3. Designation ..4. District and Station ..5. Monthly pay—

(i) Substantive pay .. (ii) Officiating pay or pay drawn in a ..

temporary post (iii) Special/personal pay ..

6. Amount of advance required ..7. Anticipated price of Motor Car/Motor ..

Cycle/Scooter proposed to be purchased8. If it has already been purchased the date ..

when the purchase was effected131

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9. The designation of the drawing officer/ ..countersigning authority

10. The name of the Treasury from which the ..amount is proposed to be drawn

11. Number of instalments in which the ..advance is desired to be repaid

12. Whether advance for similar purpose wasobtained previously and if, so—

(i) the number and date of the Govern- ..ment Order sanctioning it,

(ii) date of drawal of the advance, ..(iii) the amount of advance and /or interest ..

thereon still outstanding, if any,(iv) if there is nothing outstanding, the ..

date on which it was fully adjusted13. Whether the application is for a second

advance and, if so—(i) the probable price of the vehicle ..

proposed to be purchased,(ii) the probable amount by way of sale ..

proceeds of vehicle purchased withthe earlier loan, and

(iii) the balance amount required to ..purchase the vehicle

14. Whether the intention is to purchase.—(a) a new or an old motor car/motor cycle/ ..

scooter, and(b) if the intention is to purchase motor ..

car/motor cycle/scooter through aperson other than a regular or repu-ted dealer or agent, the name of theperson

15. Whether the officer is on leave or is aboutto proceed on leave.—

(a) the date of commencement of leave, ..and

(b) the date of expiry of leave ..16. Are any negotiations or preliminary enqui- ..

ries being made so that delivery may betaken of the motor car/motor cycle/scooterwithin one month from the date of drawalof the advance

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17. In cases where the recovery could not be ..effected in 96 monthly instalments i.e.,where the applicant has not got 96 monthsmore to retire,

(a) whether the applicant proposes to adjust ..the balance being recovered in lumpfrom the D. C. R. G. admissible tohim, and

(b) whether the applicant has in respect of ..any other advance (e.g. House con-struction advance) already moved orobtained sanction to avail himself ofthe facility to adjust the balanceamount, if any, outstanding on thedate of retirement against theD. C. R. G. admissible to him.

Certified that the information given above is complete and true.Certified that I have not taken delivery of the motor car/motor

cycle/scooter on account of which I apply for the advance, that I shallcomplete negotiations for the purchase of, pay finally and take posses-sion of the motor car/motor cycle/scooter before the expiry of onemonth from the date of drawal of the advance, that I shall insure itfrom the date of taking delivery of it and that I bind myself to use themoney for the purpose I have applied for and in strict complaincewith the rules laid down in Articles 242/243 of the Kerala FinancialCode.Station :Date : Signature of the applicant.

I consider that it is in the interest of the public service that theofficer should use a motor car/motor cycle/scooter for the discharge ofhis official duties.

Forwarded to the Finance Secretary to Government for favour of sanctionthrough the Accountant General.Station :Date : Signature of the Official Superior/

Board of Revenue/Head of Department.I hereby certify that the applicant has not drawn any advance

previously for the purchase of any conveyance as per this office records.I hereby certify that the previous advance drawn by the applicant

as per Government Order No .......................dated ................................. is in thecourse of repayment/was fully adjusted in ....................................Station :Date : Accountant General.

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K. F. C. FORM 26[See Chapter IX, Articles 242 and 243]

Form of agreement to be executed at the time ofdrawing an advance for the purchase of a

Motor Car/Motor Cycle/ScooterAN AGREEMENT made this ........................... day of ..........................one

thousand, nine hundred and ..........................................BETWEEN............................of.................................................(hereinafter called “the Borrower” which expressionshall include his heirs administrators, executors, legal representativesand assignees) of the one part and the Governor of Kerala (hereinaftercalled “the Government” of the other part).

WHEREAS the Borrower has under the provision of the KeralaFinancial Code (hereinafter referred to as the said Code which expres-sion shall include any amendments thereof or additions thereto for thetime being in force) applied to the Government for a loan of Rs........................for the purchase of a Motor Car/Motor Cycle/Scooter on the terms andconditions hereinafter contained.

AND WHEREAS the application of the Borrower for the said loan is beingconsidered by the Government.

NOW IT IS HEREBY AGREED between the parties hereto that inconsideration of the sum of Rs....................(Rupees .......................) to be paid bythe Government to the Borrower if and when the Government sanctionthe said loan the Borrower hereby agrees:

(1) to pay the Government the said amount with interest calculatedaccording to the said Code by monthly deduction from his salaryas provided for by the said Code and hereby authorises the Governmentto make such deductions.

*(2) to pay the Government the balance of the said advancewith interest if remaining unpaid at the time of his retirement ordeath preceding retirement from the whole or any specified part ofthe gratuity that may be admissible to him and the Borrowerhereby authorises the Government to make such deductions sincehe has not availed himself of and will not be availing himselfof this facility of adjusting the balance amount of the house constructionadvance or any other advance taken or to be taken by him andinterest thereon from the death-cum-retirement gratuity admissible tohim.

(3) within one month from the date of drawal of the advanceto expend the full amount of the said loan in the purchase of amotor car/motor cycle/scooter or if the actual price paid is less thanthe loan, to repay the difference to the Government forthwith, and

*Strike off wherever not applicable.134

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(4) to execute a document hypothecating the said motor car/motor cycle/scooter to the Government as security for the amountlent to the Borrower as aforesaid and interest in the form provided by the saidCode.

AND IT IS HEREBY AGREED AND DECLARED that if the motor car/motor cycle/scooter has not been purchased and/or hypothecated asaforesaid within one month from the date of drawal of the advanceor if the Borrower within that period becomes insolvent or quits theservice of the Government, or dies, the whole amount of the loan andinterest accrued thereon shall immediately become due and payableand may be recovered from the Borrower under the provisions of theRevenue Recovery Act for the time being in force as if they werearrears of land revenue or in such other manner as the Governmentmay deem fit.

IN WITNESS WHERE OF THE BORROWER AND ................... for and on behalfof the Governor of Kerala have hereunto set their hands.

Signed by the said*(Signature and designation of

the Borrower)In the presence of(Signature of witness)Signed by (Name and designation) for and on behalf of the

Governor of Kerala.(Signature and designation of Officer)

In the presence of(Signature of witness)

NOTE: In the case of the applications made after the purchase of theconveyance, clause (2) of the Agreement may be omitted.

K. F. C. FORM 27(See Chapter IX, Articles 242 and 243)

Form of Mortgage bond for a motor car/motor cycle/scooteron account of which a Government servant

has drawn an advanceTHIS INDENTURE made this ...............day of ...................one thousand

nine hundred and ..........BETWEEN.............. (hereinafter called the Borrower, whichexpression shall include his heirs, administrators, executors, legalrepresentatives and assignees) of the one part and the Governor ofKerala of the other part.

WHEREAS THE BORROWER has applied for and has been granted an advanceof Rs................. (Rupees .............) to purchase a motor car/motor cycle/scooter on the terms of Articles 239 to 243 of the Kerala Financial

*Name and designation of the Borrower 135

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Code (hereinafter referred to as the said Code which expression shallinclude any amendments thereof or additions thereto for the time beingin force) AND WHEREAS one of the conditions upon which the saidadvance has been granted to the Borrower is that the Borrower willhypothecate the said motor car/motor cycle/scooter to the Governmentof Kerala (hereinafter called the Government) as a security for theamount lent to the Borrower AND WHEREAS the Borrower has purchased with orpartly with the amount so advanced as aforesaid the motor car/motor cycle/scooter particulars whereof are set out in the schedule hereunder written.

NOW THIS INDENTURE WITNESSETH that in pursuance of the saidagreement and for the consideration aforesaid the Borrower doth here-by undertake to pay to the Government on the first day of everymonth, the sum of Rs. ...........aforesaid or the balance thereof remainingunpaid at the date of these presents in ............instalments of Rs . ................ eachand will pay interest on the sum for the time being remaining due andowing calculated according to the said Code and the Borrower dothagree that such payments may be recovered by monthly deductionsfrom his salary in the manner provided by the said Code, and that thebalance of the said advance with interest if remaining unpaid at thetime of his retirement or death preceding retirement shall be recoveredfrom the whole or any specified part of the death-cum-retirementgratuity that may be admissible to him and that the Borrower has notavailed himself of this facility of adjusting the balance amountin respect of house construction advance or any other advance taken orto be taken by him, and interest thereto from the death-cum-retirementgratuity admissible to him, and in further pursuance of the said agreementthe Borrower doth hereby assign and transfer unto the Governmentthe motor car/motor cycle/scooter the particulars whereof are setout in the schedule hereunto written by way of security for the saidadvance and the interest thereon as required by the said Code.

2. The Borrower doth hereby agree and declare that he has paidin full the purchase price of the said motor car/motor cycle/scooterand that the same is his absolute property and that he has not pledgedand so long as any moneys remain payable to the Government inrespect of the said advance will not sell, pledge or part with the propertyin or possession of the said motor car/motor cycle/scooterPROVIDED ALWAYS and it is hereby agreed and declared that if anyof the said instalments of principal or interest shall not be paid orrecovered in the manner aforesaid within ten days after the sameare due or if the Borrower shall die or at any time cease to be inthe service of the Government or if the Borrower shall sell or pledge orpart with the property in or possession of the said motor car/motorcycle/scooter or become insolvent or make any composition or arrangementwith his creditors or if any person shall take proceedings inexecution of any decree or judgement against the Borrower the whole ofthe said principal sum which shall then be remaining due and

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unpaid together with interest theron calculated as aforesaid shallforth become payable in lump.

3. AND IT IS HEREBY AGREED and declared that the Governmentmay on the happening of any of the events hereinbefore mentionedseize and take possession of the said motor car/motor cycle/scooter andeither remain in possession thereof without removing the same or elsemay remove and sell the said motor car/motor cycle/scooter eitherby public auction or private contract and may out of the sale moneysretain the balance of the said advance then remaining unpaid and anyinterest due thereon calculated as aforesaid and all costs, charges,expenses and payments incurred or made in maintaining, defending, orrealising their rights thereunder and shall pay over the surplus, if anyto the Borrower, his executors, administrators, or personal representa-tives. PROVIDED FURTHER that the aforesaid power of taking possessionor selling of the said motor car/motor cycle/scooter shall not prejudicethe right of the Government to sue the Borrower or his personalrepresentative for the said balance remaining due and interest or in thecase of the motor car/motor cycle/scooter being sold the amount bywhich the net sale proceeds fall short of the amount owing.

4. The Borrower hereby further agrees that so long as any moneys areremaining due and owing to the Government, he the Borrower, will ensure andkeep insured the said motor car/motor cycle/scooter against the loss or damageby fire, theft or accident with the Kerala State Government Insurance Depart-ment.

5. AND the Borrower hereby further agrees that he will not permit orsuffer the said motor car/motor cycle/scooter to be destroyed or injured or todeteriorate in a greater degree than it would deteriorate by reasonable wear andtear thereof.

6. Further that in the event of any damage or accidenthappening to the said motor car/motor cycle/scooter the Borrower willforthwith have the same repaired and made good.

Without prejudice to the rights of the Government under thepreceding paragraphs all sums found due to the Government under orby virtue of these presents shall be recoverable from the Borrowerand his properties movable and immovable under the provisions of theRevenue Recovery Act for the time being in force as though they arearrears of land revenue or in any other manner as the Governmentmay deem fit.

The ScheduleDescription of motor car/motor cycle/scooter (1) Horse power :

(2) Registration No.Maker’s name:Description:No. of cylinders :Engine No. :ChassisNo. :Cost price. :

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IN WITNESS whereof the said (Borrower’s name) ................... and ........for and on behalf of the Governor of Kerala have hereunto set theirrespective hands.

Signed by the said*In the presence of :

(1)(2)

(Signature and designation of the Borrower)(Signature of witnesses)Signed by (Name and designation )........................................

for and on behalf of the Governor of Kerala.In the presence of :

(1)(2)

(Signature of witnesses)(Signature and designation of

the officer)

K. F. C. FORM 27 A[See Chapter IX, Article 242]

Supplementary Mortgage BondTHIS INDENTURE made this the ...............day of ...................one thousand

nine hundred ............ between Sri .............. son of ........... (hereinaftercalled “the Borrower” which expression shall unless excluded by or repugnantto the subject or context, include his heirs, administrators, executors and legalrepresentative) of the one part and the Governor ofKerala (hereinafter called “the Government”) of the other part;

WHEREAS by a Deed of Mortgage, dated the ...........................day of ...............the Borrower mortgaged to the Government the motor vehicle describedin the schedule thereto (hereinafter referred to as “the old motorvehicle”) to secure the motor vehicle purchase advance of Rs. ................(in words as well as in figures) with interest at the rate and on conditions men-tioned in the said deed of mortgage(hereinafter referred to as “the Principal Deed”) ;

WHEREAS out of the said sum of Rs. ...............................advanced to theBorrower by the Government the Borrower has made part repaymentsand a sum of Rs. ....................(in words as well as in figures) towardsprincipal plus interest thereon as per the terms of the Principal Deedstill remain due and payable by the Borrower to the Government;

WHEREAS the Borrower being in need of a new/another motorvehicle (hereinafter referred to as “the motor vehicle”) applied to theGovernment for permission to sell his old motor vehicle and purchase a newmotor vehicle;

*Name and designation of the Borrower. 138

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WHEREAS the Borrower has been permitted to sell the old motorvehicle and utilise the sale proceeds of the old motor vehicle in termsof Article 242 of the Kerala Financial Code (hereinafter referred to as“the said Code” which expression shall include any amendmentthereof or addition thereto for the time being in force) towards thepurchase of the new motor vehicle on condition that the new motorvechicle shall be mortgaged to the Government by way of security forthe repayment of the sums thus due and owing from the Borrower tothe Government;

WHEREAS at the request of the Borrower the Government have inOrder No. ................dated ................sanctioned a loan of Rs .................to himtowards the purchase of a new motor vehicle:

WHEREAS the sum of Rs....... (here state balance payable as perPrincipal Deed plus the amount subsequently advanced) is now dueand owing from the Borrower towards the Principal;

AND WHEREAS the Borrower is liable in addition to pay interest fora sum of Rs ............... already repaid by him out of the amount originallyadvanced to him according to the terms of the Principal Deed; and forthe sum which the Borrower hereunder covenants to pay toGovernment:

NOW THIS INDENTURE WITNESSETH that in pursuance of the saidagreement and for the consideration aforesaid, the Borrower dothhereby covenant to pay to the Government the sum of Rs.......................outstanding as per the Principal Deed plus a sum of Rs..............herebyadvanced in equal monthly instalments of Rs............each on the firstday of every month and will pay interest on the sum of Rs................already repaid by him out of the amount originally advanced to himaccording to the terms of the Principal Deed and the Borrower dothagree that such payments may be recovered by monthly deductionsfrom his salary in the manner provided by the said rules and in furtherpursuance of the said agreement the Borrower doth hereby assign andtransfer unto the Government the new motor vehicle the particularswhereof are set out in the schedule hereunder written by way ofsecurity for the said advance and the interest thereon as required bythe said rules.

AND the Borrower doth hereby agree and declared that he has paidin full the purchase price of the said new motor vehicle and/or theentire customs duty payable and that the same is his absolute propertyand that he has not pledged and so long as any money remains payableto the Government in respect of the principal will not sell, pledge orpart with the property in or possession of the said new motor vehicle:

PROVIDED ALWAYS and it is hereby agreed and declared that if any of thesaid instalments of principal or interest shall not be paid or recoveredin the manner aforesaid within ten days after the same are due or if the

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Borrower shall die or at any time cease to be in Government service orif the Borrower shall sell or pledge or part with the property in orpossession of the said motor vehicle or become insolvent or makeany composition or arrangement with his creditors or if any personshall take proceedings in execution of any decree or judgement againstthe Borrower the balance of the principal which shall then be remainingdue and unpaid together with interest on principal calculated asaforesaid shall forthwith become payable in a lump at once and theBorrower shall pay the same immediately on demand AND IT IS HEREBYAGREED and declared that the Government may on the happening ofany of the events hereinbefore mentioned seize and take possession ofthe said new motor vehicle and either remain in possession thereofwithout removing the same or else may remove and sell the said motor vehicleeither by public auction or private contract without beingliable for any loss occasioned thereby and may out of the sale moneysretain the balance of the principal then remaining unpaid and anyinterest still due the principal calculated as aforesaid and all costs,charges, expenses and payments properly incurred or made in maintaining,defending or realising his rights hereunder and shall pay overthe surplus, if any, to the Borrower, his executors; administrators orpersonal representatives PROVIDED FURTHER that the aforesaid power oftaking possession or selling of the said motor vehicle shall not prejudicethat right of the Government to recover, in any other manner hereinprovided, the balance remaining due and interest or in the new motorvehicle being sold the amount by which the net sale proceeds fall shortof the amount owing.

2. The Borrower also agrees that all sums found due to theGovernment under or by virtue of this deed shall be recoverable fromthe Borrower and his properties movable and immovable under theprovisions of the Revenue Recovery Act for the time being in force asthough such sums are arrears of land revenue and in such other manneras the Government may deem fit.

AND the Borrower hereby further agrees that so long as any moneysare remaining due and owing to the Government, the Borrower shallinsure and keep insured the said new motor vehicle against loss ordamage by fire, theft or accident with the Kerala State GovernmentInsurance Department to be approved by the Government and shallassign the policy in favour of the Government and the Borrower shallat all times during the continuance of the charge hereby created keepthe said policy alive by paying the premia and other amounts duly andpunctually.

AND the Borrower hereby further agrees that he will not permit orsuffer the said motor vehicle to be destroyed or injured or to deterioratein a greater degree than it would deteriorate by reasonable wear andtear thereof.

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AND further that in the event of any damage or accident happeningto the said motor vehicle, the Borrower shall forthwith have the samerepaired and made good.

The Schedule

Description of motor vehicle : 1. Horse Power :2. Registration No.

Makers name:Description:No. of Cylinder:Engine Number:Chassis No.:Cost price:

IN WITNESSES WHEREOF the said..........(Borrower’s name) and.............for and on behalf of the Government have hereunto set their respectivehands the day and the year first above written.

Signed by the said*. . . . . . . . .In the presence of witnesses:

(1)(2)

(Signature of witnesses)

(Signature and designationof the Borrower)

Signed by (Name and designation)For and on behalf of the Governor of Kerala.In the presence of witnesses:

(1)(2)

(Signature of witnesses)(Signature and designation

of the Officer)

*Name and designation of the Borrower.

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K. F. C. FORM 27 B[See Chapter IX, Articles 242 & 243]

Supplementary Mortgage Bond

THIS INDENTURE made this the . . . . . day of. . . . . .one thousand ninehundred . . . .. . . .BETWEEN Sri. . . . . . . . son of. . . . . . . . .(hereinafter called “the Borrower ” which expression shall unless excluded by or repugnantto the subject or context, include his heirs, administrators, executorsand legal representative) of the one part and the Governor of Kerala(hereinafter called “the Government”) of the other part;

WHEREAS by a Deed Mortgage, dated the. . . . . . . . .day of. . . . . . .the Borrower mortgaged to the Government the motor vehicle describedin the schedule thereto (hereinafter referred to as “the old motorvehicle”) to secure the motor vehicle purchase advance of Rs. . . . . . (inwords as well as in figures ) with interest at the rate and on conditionsmentioned in the said deed of mortgage (hereinafter referred to a“the Principal Deed”);

WHEREAS out of the said sum of Rs. . . . . .advanced to the Borrowerhe has made part repayments and a sum of Rs. . . . . . (in words as wellas in figures) towards principal plus interest thereon as per the termsof the Principal Deed still remain due and payable by the Borrowerto the Government;

WHEREAS the Borrower being in need of a new/another motorvehicle (hereinafter referred to as “the new motor vehicle” ) applied tothe Government for permission to sell his old motor vehicle andpurchase a new motor vehicle;

WHEREAS the Borrower has been permitted to sell the old motorvehicle and utilise the sale proceeds of the old motor vehicle in termsof Article 242 of the Kerala Financial Code (hereinafter referred toas “the said Code” which expression shall include any amendmentthereof or addition thereto for the time being in force) towards thepurchase of the new motor vehicle on condition that the new motorvehicle shall be mortgaged to the Government by way of security forthe repayment of the sums thus due and owing from the Borrower tothe Government;

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WHEREAS at the request of the borrower the Government have inOrder No. . . . . . . . . . dated. . . . . . . . . . . . . .sanctioned loan of Rs. . . . . . . . .towards the purchase of a new motor vehicle;

WHEREAS the sum of Rs. . . . . . . . . .(here state balance payable as perPrincipal Deed plus amount additionally advanced) is now due andowing from the Borrower for Principal;

AND WHEREAS the Borrower is liable in addition to pay interest fora sum of Rs. . . . . . . . . . .already repaid by him out of the amount originallyadvanced to him according to the terms of the Principal Deed;

NOW THIS INDENTURE WITNESSETH that in pursuance of the saidagreement and for the consideration aforesaid, the Borrower dothhereby covenant to pay to Government the sum of Rs. . . . . . .outstandingas per the Principal Deed plus a sum of Rs. . . . . . . . . hereby advancedby equal monthly instalments of Rs. . . . . . . .each on the first day of everymonth and will pay interest on the sum of Rs. . . . . . .already repaid byhim out of the amount originally advanced to him according to theterms of the Principal Deed and the Borrower doth agree that suchpayments may be recovered by monthly deductions from his salary in themanner provided by the said rules and agreed to in the Principal Deedand in further pursuance of the said agreement the Borrower doth herebyassign and transfer unto the Government the new motor vehicle theparticulars whereof are set out in the schedule hereunder written by wayof security for the said advance and the interest thereon required bythe said rules;

AND the Borrower doth hereby agree and declare that he has paidin full the purchase price of the said new motor vehicle and/or theentire customs duty payable and that the same is his absolute propertyand that he has not pledged and so long as any money remains payableto the Government in respect of the principal will not sell, pledge orpart with the property in or possession of the said new motor vehicle.PROVIDED ALWAYS and it is hereby agreed and declared that if any ofthe said instalments of principal or interest shall not be paid orrecovered in the manner aforesaid within ten days after the same are dueor if the Borrower shall die or at any time cease to be in Governmentservice or if the Borrower shall sell or pledge or part with the propertyin or possession of the said motor vehicle or become insolvent or makeany composition or arrangement with his creditors or if any personshall take proceedings in execution of any decree or judgement againstthe Borrower the balance of the principal which shall then be remainingdue and unpaid together with interest on principal calculated asaforesaid shall forthwith become payable in a lump at once and the

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Borrower shall pay the same immediately on demand AND IT IS HEREBYAGREED and declared that the Government may on the happening ofany of the events hereinbefore mentioned seize and take possession ofthe said new motor vehicle and either remain in possession thereofwithout removing the same or else may remove and sell the said motorvehicle either by public auction or private contract without being liablefor any loss occasioned thereby and may out of the sale moneys retainthe balance of the principal then remaining unpaid and any intereststill due the principal calculated as aforesaid and all costs, charges,expenses and payments properly incurred or made in maintaining,defending or realising his rights hereunder and shall pay over thesurplus, if any, to the Borrower, his executors, administrators orpersonal representatives PROVIDED FURTHER that the aforesaid power oftaking possession or selling of the said motor vehicle shall not prejudicethe right of the Government to recover, in any other manner hereinprovided, the balance remaining due and interest or in the new motorvehicle being sold the amount by which the net sale proceeds fall shortof the amount owing.

The Borrower also agrees that all sums found due to the Governmentunder or by virtue of this deed shall be recoverable from the Borrowerand his properties movable and immovable under the provisions of theRevenue Recovery Act for the time being in force as though such sumsare arrears of land revenue and in such other manner as the Governmentmay deem fit;

AND the Borrower hereby further agrees that so long as any moneysare remaining due and owing to the Government, the Borrower shallinsure and keep insured the said new motor vehicle against loss ordamage by fire, theft or accident with the Kerala State GovernmentInsurance Department to be approved by the Government and shallassign the policy in favour of the Government and the Borrower shallat all times during the continuance of the charge hereby created keep thesaid policy alive by paying the premia and other amounts duly andpunctually;

AND the Borrower hereby further agrees that he will not permit orsuffer the said motor vehicle to be destroyed or injured or to deterioratein a greater degree that it would deteriorate by reasonable wear andtear thereof;

AND further that in the event of any damage or accident happeningto the said motor vehicle, the Borrower shall forthwith have the samerepaired and made good.

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The Schedule

Description of motor vehicle :Maker’s name:Description:No. of Cylinders:Engine No.:Chassis No.:Cost price:

IN WITNESSES WHEREOF the said..........(Borrower’s name) and............. forand on behalf of the Government have hereunto set their respectivehands the day and the year first above written.

Signed by the said*. . . . . . . . . . . . . . .In the presence of witnesses:

(1)(2)


(Signature and designationof the Borrower)

Signed by . . . . . . . . (Name and designation) for and on behalf ofthe Governor of Kerala.

In the presence of witnesses:(1)(2)


(Signature and designationof the officer)

*Name and designation of the Borrower.

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K. F. C. FORM 27 C(See Chapter IX, Articles 242 & 243)

Form of mortgage deed to be executed when a Governmentemployee is sent on deputation outside India before

an advance drawn by him for the purchase ofa motor conveyance is completely repaid

THE AGREEMENT is executed on this the. . . . . . . . . .day of. . . . ..onethousand nine hundred and . . . . . . .by Sri. . . . .. . . (here enter name andaddress) now employed as. . . . . . . . . . . . .(hereinafter referred to as “theBorrower”, which expression shall include his heirs, administrators,executors, legal representatives and assignees) of the one part and theGovernor of Kerala (hereinafter called “the Government”) of theother part;

WHEREAS by a mortgage deed executed on the. . . . . . . .day of . . . . . .one thousand nine hundred and . . . . . . . . in favour of the Government(hereinafter referred to as “the Principal Deed” the Borrower hypothe-cated to the Government the motor car/motor cycle/scooter describedin the Schedule thereto as security for the amount of Rs. . . . . . . .(Rupees. . . . . . . . . . . . . . . ) lend to the Borrower with interest at the rate and onconditions mentioned in the Principal Deed;

WHEREAS out of the said sum of Rs. . . . . . . . .(Rupees. . . . . . . . ..)advanced to the Borrower by the Government a sum of Rs. . . . . . . . . . ..(Rupees. . . . . . . . . . . . . . . .) towards principal and interest thereon as perthe terms of the Principal Deed still remain due and payable to theGovernment;

WHEREAS the Government have in Order No. . . . . . . . dated. . . . . . . . .sanctioned the deputation of the Borrower out of India for a periodexceeding twelve months/transfer of the Borrower to a post outsideIndia;

WHEREAS the Government have in Order No. . . . . . . . dated. . . . . . . .allowed the Borrower to repay the principal and interest remainingunpaid as per the terms of the principal deed in rupees in India;

AND WHEREAS these presents are supplemental to the principaldeed;

NOW THESE PRESENTS WITNESS as follows:

1. In pursuance of the said order allowing repayment in rupees inIndia the Borrower doth hereby agree to pay to the Government suchdues by remittance through Bank draft drawn by the 15th of everymonth in favour of the Accountant-General, Kerala.

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2. It is hereby agreed and declared that if the Borrower fails toremit the Bank draft by the due date, penal interest calculated underthe rules laid down in the Kerala Financial Code for advances for thepurchase of motor car/motor cycle/scooter from time to time shallforthwith become payable and that any amount found unrecoveredon the return of the Government servant to the State, would bededucted by the Accountant General, Kerala from the monthly salary billsof the Borrower.

3. Subject to the above change in the mode of repayment of theloan amount, the Principal Deed shall be and remain in full force andeffect.

IN WITNESS WHEREOF the said. . . . . . . . . (Borrower’s name) and. . . . . . .. . . . . . . . . . for and on behalf of the Governor of Kerala have hereuntoset their respective hands the day and year first above written.

Signed by the said. . . . . . . . . . . . . .(here enter name and designation ofthe Borrower).

(Signature and designation of the Borrower)

In the presence of :

(1) (Here enter name and address ofthe witnesses) (Signature)

(2) Do. do.

Signed by. . . . . . . . . . . . .(here enter name and designation) for and onbehalf of the Governor of Kerala.

In the presence of :

(1) (Here enter name and designationof witnesses) (Signature)

(2) Do. do.

FORMS

147

K. F. C. FORM 40[See Chapter IX, Article 245 (a)]

Application form for advance for the purchase of cycle

1. Name of applicant . .2. Designation . .3. (a) Date of birth . .

(b) Date of superannuation/Retirement . . 4. Whether the applicant is

(a) a pensionable employee of the State . .Government/Government ownedindustrial concern

(b) a member of the work-charged establish- . .ment

(c) a full-time contingent employee . . 5. Whether the applicant is permanent, . .

officiating or temporary 6. If officiating or temporary, the number of . .

years of continuous service put in by theapplicant

7. (a) Scale of pay . .(b) Monthly pay

(i) Substantive pay . . (ii) Officiating pay or pay drawn in a . .

temporary post if the applicantholds no substantive post

(iii) Dearness pay . . 8. Amount of advance required . . 9. Anticipated price of the cycle proposed to . .

be purchased10. Whether advance for similar purpose was

obtained previously, if so,(a) the number of advances availed of . .(b) the month in which the previous . .

advance was drawn(c) whether the amount of advance with . .

interest thereon has been fully repaid(d) if not, the amount of advance and/or . .

interest thereon still outstanding11. Has the cycle purchased with the previous . .

advance become unserviceable

FORMS

148

12. Whether the intention is to purchase(a) a new or an old cycle . .(b) the name of the dealer, agent or person . .

from whom it is proposed to bepurchased

13. Are any negotiations or preliminary . .enquiries being made so that deliverymay be taken of the cycle within onemonth from the date of drawal of theadvance

14. Certified that the information given above . .is complete and true

Station : Signature and designationDate : of the applicant.

I certify that the facts stated above are correct. The applicant is notlikely, as far as can be foreseen, to be ousted from service, before therepayment of the advance. I consider that the possession of a cyclewould increase the efficiency of the applicant in the discharge of hisofficial duties.

Signature of the Head of Department/Office.

K. F. C. FORM 41[See Chapter IX, Article 245 (c)]

Agreement Form

AGREEMENT made this the . . . . . . . . . day of. . . . . . . . . one thousand ninehundred and. . . . . . . .. . . . .by Sri. . . . . . . . . . . . . . . . . .(hereinafter called the‘borrower’) in favour of the Governor of Kerala (hereinafter referred toas “the Government”);

WHEREAS the borrower has under the provisions of the KeralaFinancial Code (hereinafter referred to as the “said code” whichexpression shall include any amendments thereof or additions theretofor the time being in force) applied to the Government for a loan ofRs. . . . . . . . . . . .(Rupees. . . . . . . . . . . . . .) for the purchase of a cycle;

FORMS

149

WHEREAS the Government have sanctioned the loan and advancedthe sum of Rs. . . . . . . . . . . . (Rupees. . . . . . . . . . . . . .) to the borrower for thepurchase of a cycle subject to the terms and conditions contained in thesaid code and subject to the execution of an agreement as hereincontained;

NOW THESE PRESENTS WITNESS AND IT IS HEREBY AGREED asfollows:—

1. The borrower shall purchase the bicycle within a period of onemonth from the date of payment of the loan amount and hand over tothe head of office under whom he is working, the cash receipts forthe purchase.

2. The borrower shall strictly comply with the terms and conditionsin the said Code, which shall form part of this agreement as isincorporated herein.

3. The borrower shall repay the loan amount with interest in themanner provided in the said code.

4. Until the entire loan with interest is repaid as herein containedthe borrower shall not alienate, let, hire, sell, pledge, hypothecate orcreate any charge on or part with possession of the cycle, without thepermission in writing of the Government.

5. In case the borrower commits breach of all or any of theterms and conditions herein contained the entire amount due toGovernment from the borrower shall become payable in a lump atonce and it shall also be open to the Government to take possessionof the cycle without notice and dispose it of in such manner as theGovernment may deem fit and credit the sale proceeds against theamount due from the borrower.

6. All sums found due to the Government under or by virtue ofthese presents may be recovered from the borrower and his pay andallowances and from his properties movable and immovable as if theywere arrears of land revenue under the provisions of the RevenueRecovery Act for the time being in force or in any other manner as theGovernment may deem fit.

In witness whereof Sri . . . . . . . . . . . . . . . . .the borrower has hereuntoset his hands the day and year first above written.

Signed by Sri. . . . . . . . . . . . . . . . . . . . . . . .

In the presence of witness(1)

(2)

FORMS

150

K. F. C. FORM 42(See Chapter IX, Article 261)

Bill for advances for replacing missing boundary marks

Particulars AmountRs. P.

. . . .

Total . .

Rupees in words

Station:Date:

Director of Survey and Land Records

Pay Rupees. . . . . . . . . .

Examined

AccountantTreasury Officer,. . . . . . . . .Treasury.

Date:Rs. P.

Amount of credit available . . . . . .Sanctioned amount of survey . . . . . .

advanceBalance available on the first of . . . . . .

the monthAdd amounts adjusted during . . . . . .

the month

Total . . . . . .

Deducted amounts drawn on bills dated. . . . . . . . . . . .1.2.3.4.5.

Balance available

FORMS

151

*K. F

. C.

FOR

M

43(S

ee

Cha

pter

X

II,

Arti

cle

286

)R

egis

ter

of

fid

elit

y G

uara

ntee

Po

licie

sN

ame

of

the

Dep

artm

ent/O

ffic

e

Name of incumbent

Name of appointment

Date of taking charge in this security post

The amount of guarantee

Nature of work requiring fidelity bond

Pay scale and allowances

Policy number and period of Insurance

Designation and address in whose name thebond is issued

Amount of premium and mode of remittancewith date

Removal endorsement number and period ofinsurance

Date of relinquishing charge, if any, duringthe period

Initials of the departmental authority

Remarks

12

34

56

78

910

1112

13

*[G.

O.

(P)

96/7

7/Fi

n., d

ated

16t

h M

arch

19

77]

FORMS

152

*[G. O. (P) 377/76/Fin., dated 10th December 1976]

*K. F. C. FORM 44(See Chapter VIII, Article 210)

FORM OF UTILISATION CERTIFICATECertificate showing utilisation of Grants-in-aid

Name of Institution:

Seria

l N

umbe

r

Ord

er

san

ctio

ning

gran

t

Am

ount

san

ctio

-ne

d

Year

to

whi

ch

the

gran

t re

late

s

Perio

d o

f

util

isa-

tion

Dat

e of

pa

ymen

t

Purp

ose

of t

hegr

ant

Am

ount

sp

ent

Uns

pent

bal

ance

Rem

arks

Rs. Rs. Rs.

1 2 3 4 5 6 7 8 109

1. Certified that out of the grant-in-aid of Rs.. . . . . . . . . sanctionedduring the year. . . . . . . . . . . . . . . .in favour of. . . . . . . . . . . .as per the ordersmentioned above, and Rs. . . . . . . . . . . . on account of unspent balanceof the previous year/years, a sum of Rs. . . . . . . . . . . . . . . has been utilisedfor the purpose of for which the grant/grants was/were sanctioned andthat the balance of Rs. . . . . . . . . . . . . . . . . . . . remaining unutilised at theend of the year (the period to be specified) has been surrendered toGovernment (vide chalan No. . . . . . . . . . dated . . . . . . . . . )/will be adjustedtowards the grant-in-aid payable for the succeeding year. . . . . . . . . .

2. Certified that I have satisfied myself that the conditions onwhich the grant-in-aid was sanctioned have been duly fulfilled/arebeing fulfilled and that I have exercised the following checks to seethat the money was actually utilised for the purpose for which it wassanctioned.

Kinds of Check Exercised1.2.3.

Signature:Designation:Date:

FORMS

153

FORMSK

. F. C

. FO

RM

45

(See

C

hapt

er

XI,

Arti

cle

292

)R

egis

ter

of

Pro

mis

sory

N

otes

, et

c.,

dep

osite

d f

or

safe

cu

stod

y

Seria

lN

o.D

ate

ofde

posi

tB

y w

hom

depo

site

d

Parti

cula

rs

of

note

s e

tc.

No.

Per

cent

Loa

nA

mou

nt

No.

and

dat

e of

lette

rs r

etur

ning

the

docu

men

tsR

emar

ks

12

34

56

78

9

Rs.

P

.

K. F

. C.

FOR

M

46(S

ee

Cha

pter

X

I, A

rticl

e 2

92)

Part

icul

ars

of P

rom

isso

ry

Not

es,

etc

., fo

rwar

ded

to

Dis

tric

t Tr

easu

ry

Off

icer

for

saf

e cu

stod

y

Off

icia

l de

sign

atio

nof

the

off

icer

Fund

, per

son

ortru

st o

n w

hose

beha

lf t

hein

vest

men

t is

held

Parti

cula

rs

of

loan

No.

Per

cent

Yea

rA

mou

nt

Up

to w

hat

date

inte

rest

has

been

pai

dR

emar

ks

12

34

56

78

Rs.

P

.

154

FORMS

K. F. C. FORM 47(See Chapter XI, Article 302)

Report of damage to immovable Government property to besent to the Accountant General

1. Department . .

2. Locality . .

3. Description of the property damaged . .

4. Cause of the damage . .

5. Book value of the damaged portion . .of the property

6. (a) Is it proposed to replace or re- . .construct the damaged portion ?

(b) If so, what is the estimated cost . .of the replacement orreconstruction ?

7. If it is not proposed to replace or . .reconstruct the damaged portion ofthe property, what is the amountto be written off the capital valueof the property in the accounts ?(This amount should be estimatedin the absence of the recordedbook value)

8. What action is being taken to effect . .the write off, if any, mentioned asbeing necessary in item (7) above ?

NOTE:—For purpose of write off of the value of temporary structuredamaged or destroyed, which have served the periodintended, and which are therefore, not proposed to bereconstructed, the value of the structures should be assessedas at the time of damage or destruction.

155

FORMSK

. F. C

. FO

RM

48

(See

C

hapt

er

XII

I, A

rticl

e 3

24)

LO

G

BO

OK

(R

egis

ter

of

Mot

or

Car

s/M

otor

B

oats

)D

epar

tmen

t:Ty

pe o

f ve

hicl

e:R

egis

trat

ion

No.

Cha

ssis

No.

Engi

ne N

o.D

ate

of p

urch

ase:

*Ful

l ca

paci

ty o

f th

e fu

el t

ank:

FUEL

A

CC

OU

NT

13A

3B3C

3D4

56

7

Date

Milometre /Kilo-metre reading

Fuel in the tankbefore thejourney

Fuel in the tankafter thejourney

Fuel drawnfrom stock/purchase

Total quantityof fuel stored

Name, designa-tion and signa-ture of the personsupervisingrefilling

Bill/Invoice No.of fuel pur-chased

Fuel consumed

Initial of officer-in-charge

2

15

67

11

Date

Milometre/Kilo-metre reading

Purpose of jour-ney if on officialduty full detailsand place orplaces to whichproceeding

Reasons forvariation

Times of starting

Date, time andplace of arrival

Initials of thecontrollingofficer withremarks if any

2To b

e fil

led

up b

efor

e co

mm

enci

ng a

tri

pTo

be

fille

d up

on

com

plet

ing

each

tri

p

Serial number

Place of starting

Names and desi-gnations of per-sons travellingin the vehicle

Signature ofofficer using thevehicle

Milometre /Kilo-meter reading

Miles/Kilometrescovered

Miles/Kilometrefixed for thevehicle

Period of halt

Signature ofofficer usingthe vehicle

34

89

1012

1314

1516

NO

TE:—

Each

lap

of

jour

ney

whi

ch

is

follo

wed

by

a h

alt f

or

pers

onal

pu

rpos

es s

hall

be

trea

ted

as a

sin

gle

trip.

The

halt

for

pers

onal

pu

rpos

es

shal

l be

ch

arge

d a

t th

e p

resc

ribed

ra

te.

*G.O

. (P

) N

o. 5

46/8

2/Fi

n.,

date

d 1

-10-

1982

.

156

FORMSK

. F. C

. FO

RM

48

A(S

ee

Cha

pter

X

III,

Arti

cle

324

)Su

mm

ary

of

Log

B

ook

For

the

mon

th

of. .

. . .

. . .

. . .

. . .

. . .

. . .

*G.

O.

(P)

No.

546

/82/

Fin.

, d

ated

1-

10-1

982.

K. F

. C.

FOR

M 4

8B(S

ee

Cha

pter

X

III,

Arti

cle

324

)D

.C.B

. R

egis

ter

15

67

11

Page No. and SerialNo. of the Log Book

Initial of the con-trolling officer

Period of halt

Detention chargesrecoverable

2

Distance covered

Name and designa-tion of officer hiringthe vehicle

Dated initials of thecontrolling Officer

Date of receipt ofamount

Date, Chalan No.andamount remitted totreasury

34

89

1012

1314

1516

Type of vehicle andvehicle No.

Date of hiring thevehicle

Serial number

Mileage chargeable

Total Amount due

Receipt No.

Amount recovered

Initials of the cont-rolling officer

Remarks

1718

13

Serial number

No. of thevehicle

Total quantityof fuel consu-med (litres)

Amount due for non- duty journeys including detention charges

Details of bills and amounts

realised (by each cheque)

Particulars of credit to

Government account(chalan

No. and date)

Time spent on non-duty journeys

2

Mile

s/K

m.

cove

red

for

Duty

Non-duty

Total

Rea

ding

of

milo

met

er/k

ilo-

met

er

On

firs

tda

yO

n la

stda

y

Remarks

Average miles/km. per

litre (col. 5 10)

45

67

89

1011

1213

14

÷

157

FORMSK

. F. C

. FO

RM

48

C(S

ee

Cha

pter

X

III,

Arti

cle

324

)M

aint

enan

ce

and

Rep

airs

A

ccou

ntD

epar

tmen

t:Ty

pe o

f ve

hicl

e:C

hass

is N

o.En

gine

No.

Dat

e of

pur

chas

e:R

egis

trat

ion

No.

15

67

11

Cost of major and minorrepairs*

Value of supply ofaccessories*

2

Grease

If any repairs are carried out,the nature of such repairsand details of articlesremoved, if any

34

89

1012

1314

15

Size of tyres andSl. No.

Value of oils andstores*

A. Oil

Oils

and

sto

res

Supp

ly o

f ac

cess

orie

s

C. Oil

Size of tubes andSl. No.

Supply of other itemsas bulbs, plugs, etc.

Initials of the Driver

The name of the workshopand the period taken for therepair

No. and date of sanction ofcompetent authority forminor/major repairs

Dated initials of the workshopManager/Assistant

Remarks and initials of theInspecting Officer

*G.O

. (P

) N

o.54

6/82

/Fin

., d

ated

1-

10-1

982.

158

FORMSK

. F. C

. FO

RM

53

(See

C

hapt

er

IX,

Arti

cle

250

)R

egis

ter

of

Adv

ance

s(O

nam

A

dvan

ce—

Oth

er

Off

icer

s)M

onth

/Yea

r o

f A

dvan

ce:

Instr

uctio

ns:—

1.To

tals

(B

),

(a),

(b

). . .

. . .

. . .

(f)

m

ust

hav

e

a b

ill-w

ise

abs

tract

, as

in

dica

ted

in th

e an

nual

co

nsol

idat

edac

coun

t at

th

e f

oot

of

the

Reg

iste

r (

C)

and

(

E)

sho

uld

be

a

naly

sed

by

th

e

L.P.

Cs.

re

ceiv

ed/is

sued

and

(H)

by i

ndiv

idua

ls.

2.

The

entri

es s

houl

d b

e m

ade

in

the

orde

r of

bill

s d

raw

n a

nd a

mou

nts

tran

sfer

red

thro

ugh

L.

P.C

s.

shou

ld

been

tere

d a

fter

bill

s.

Outstanding balance of theprevious year

Serial number

Nam

e o

f t

heG

over

nmen

tE

mpl

oyee

Am

ount

of

Adv

ance

s

Drawn by this office

Amount intimatedthrough L.P.Cs.

Total of A, B & C

Amount transferred to other dra-wing officers through L.P.Cs.

Total advances to be recoveredby the officer

Det

ails

of

re

cove

ries

mad

ein

the

bills

cas

hed

inth

e m

onth

of

October

November

December

January

February

March

Total recoveries

Balance outstanding

Reasons for non-recovery i. e.L.P.C. issued, payment drawn,etc.

Remarks

AB

CD

EF

(a)

(b)

(c)

(d)

(e)

(f)

GH

E+H

Gra

nd T

otal

159

FORMS

K. F. C. FORM 53 A(See Chapter IX, Article 250)

Schedule of recoveries of Festival Advances/OnamAdvances for the month of. . . . . . . . .20. . . .

Major head of account in which the pay and allowances of themembers are adjusted.

Seria

l num

ber

Rem

arks

Date ofencashment

of the voucherin which theadvance was

drawn

Designation ofthe drawing

officer by whomadvance was

drawn

Amount ofadvance

Amountrecovered

Rs. Rs.

1 2 3 4 5 6

(Part A. Recoveries in respect of advances drawn and paid bythe Drawing Officer)

(Part B. Recoveries in respect of advances drawn and paid byother officers)

Signature of the Drawing Officer.160

FORMSR

ever

se

of

the

K. F

. C.

FOR

M

53 A

NO

TE:—

This

abs

tract

in r

espe

ct o

f a

mon

th

sho

uld

be

fur

nish

ed

on th

e r

ever

se

of

the

rec

over

y s

ched

ules

to

b

e a

ttach

ed

to

bills

draw

n d

urin

g t

he f

ollo

win

g m

onth

.

Sign

atur

e a

nd D

esig

natio

n of

Dra

win

g O

ffice

r.

Opening balance

Adv

ance

dra

wn

Tran

sfer

s du

ring

the

mon

th

From

oth

er o

ffic

esTo

oth

er o

ffic

es

Rec

over

ies

Voucher No.

Amount

Particulars of officialstransferred and officefrom which transferred

Amount

Particulars of officialstransferred and theoffice to which trans-ferred

Amount

Net amount accountable(1+3+5_7)

Voucher No. Chalan No.

Amount

Closing balance at the end of themonth (1+3+5_7_10)

Remarks

12

34

56

78

910

1112

161

FORMS

Bal

ance

, if

any

, to

be

reco

vere

d a

s pe

r ac

coun

ts o

f pr

evio

us

finan

cial

yea

r (A

)(A

). .

. .A

mou

nts

of a

dvan

ces

draw

n d

urin

g th

e y

ear

(B):

Adv

ance

Rec

over

able

: T

otal

K. F

. C. F

ORM

53

B(S

ee C

hapt

er I

X, A

rticl

e 25

0)A

nnua

l st

atem

ent

of

Ona

m A

dvan

ce f

or t

he f

inan

cial

yea

r 2

0. . .

. . .2

0. . .

. . .

Des

igna

tion

of

Dra

win

g O

ffic

er:

Stat

ion:

Dist

rict:

Rs.

P

.

1. .

. .. .

. .. .

(B)

. .. .

2. .

. .. .

. .. .

. .. .

and

so o

n

Add

:A

dvan

ces

trans

ferr

ed

by o

ther

dra

win

g o

ffic

ers

as p

er l

ast

pay

cer

tific

ates

re

ceiv

ed.

(6)

Sl. No.

Particulars ofthe establish-ment forwhich drawn

Date ofencashment

Treasury ofdrawal

Major head ofaccount

Amount ofeach bill

(1)

(2)

(3)

(4)

(5)

162

FORMSD

ate

of t

rans

fer

Amou

nt p

endi

ng r

ecov

ery

at th

e tim

e of

tra

nsfe

r(1

)

(2)

Tota

l

Rs.

P

.1.

As

per

L.P

.C. o

f Sr

i/Sm

t. . .

. . . .

. . . .

. . . .

. . . .

. . . .

. . .

(C

). .

. .(n

ame)

iss

ued

by.

. . .

. . .

. . .

. . .

. .

(dra

win

g o

ffic

er)

and

. . . .

. . . .

. . .

. .

2.. .

. . . .

. . . .

. . .

and

so o

n. .

.

. (A

) + (B

) + (C

) :=

(D)

. .. .

Ded

uct:

Adv

ance

s tr

ansf

erre

d t

o o

ther

dr

awin

g o

ffice

rs

as

per

L. P

. Cs.

is

sued

(D

) . .

. .

Dat

e of

tra

nsfe

rAm

ount

pen

ding

rec

over

y a

t the

tim

e of

tra

nsfe

r(1

)

(2)

1.A

s p

er L

.P.C

. of

Sri/S

mt.

. . . .

. . . .

. . . .

. . . .

. . . .

. . . .

.

(nam

e) i

ssue

d to

. . . .

. . . .

. . . .

. . .

(dra

win

g o

ffice

r)

. . .

. (E

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and

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ce to

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(D

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163

FORMSA

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mon

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. . . .

. . . .

. . . .

(a)

(1)

(2)

(3)

(4)

(

5)

(6

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7) (8

)1.

. .. .

. .. .

. .. .

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. .. .

. .. .

. .To

tal r

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the

mon

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. . .

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). .

Bill

s cas

hed

in t

he m

onth

of.

. . . .

. . . .

. . . .

. . . .

. . .

(b)

As b

efor

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tal r

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mon

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(F) _ (G

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ETA

ILS

OF

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ount

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. .. .

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l (F)

_ (G)

Rs.

Sign

atur

e:D

esig

natio

n o

f D

raw

ing

Offi

cer:

Sl. No.

Particulars ofthe establish-ment forwhich billwas drawn

Date ofencashment

Treasury ofencashment

Major head ofaccount

Gross amountof the bill

Net amount ofthe bill

Amount reco-vered in eachbill

164

FORMS

*K. F. C. FORM 53 C[Ref. Article 250-8 (b) (ii)]

Schedule of deduction towards Onam Advance to Gazetted Officersfrom the pay for the month of. . . . . . . . . . . .

PART A—DETAILS OF DEDUCTIONS

1. Name and designation of the Officer . .2. Amounts deducted in this bill . .3. Total deduction including this bill . .4. Balance due for recovery . .

PART B—DETAILS OF DRAWAL OF ADVANCE

“Every Gazetted Government Officer should furnish the monthlydeduction Schedule towards Onam Advance in Form 53 C to beattached to the salary bill.”

*G.O. (P) 1026/79/Fin., dated 23rd November 1979.

Amount ofadvancedrawn

Treasury atwhich the

advance wasdrawn

Date of thedrawal ofthe advance

Head of accountunder which the

advance was drawn(whether Onam

advance to Gazet-ted Officers orother officers)

Designation ofthe officer at thetime of drawing

the advance(whether

Gazetted or Non-Gazetted)

(1) (2) (3) (4) (5)

165

FORMS

K. F. C. FORM 54(See Chapter IX, Article 252 A)

Form of bond to be executed by suretyKNOW ALL MEN BY THESE PRESENTS THAT WE (1). . . . . . . . . .* (hereinafter

called the “obligor”) and (2). . . . . . . . . .** (hereinafter called the “Surety”)are held and fully and firmly bond unto the Governor of Kerala(hereinafter called the “Government”) for the sum of Rs. . . . . . . (Rupees. . . . . .)† the payment of which amount well and truly to be made, wejointly and severally bind ourselves, our representative heirs, executors,administrators, legal representatives and assigns.

WHEREAS the Government have paid to the obligor a sum of Rs. . . .(Rupees. . . . . . . . . . . . ) † receipt of which the obligor hereby acknowledgeson account of advance of travelling expenses to the family of thelate. . . . . . . . . . . . . . ‡ (hereinafter referred to as the “family”) for theirjourney to. . . . . . . . . . . . . $ and for the transport of the personal effectsof the late. . . . . . . . . . . . . . ‡ to. . . . . . . . . . . $.

NOW THE CONDITION OF THE ABOVE WRITTEN BOND is such that thesaid obligor shall account to the satisfaction of the Government, withinone month of the completion of the journey to . . . . . . . . . . . . . . $ bythe family if the family travels in one batch, or when the family travelsin more than one batch, within one month of the completion of thejourney by the last batch, or within one month of the expiry ofthe period of 3 months after the date of receipt of this advance,whichever is earlier, for the proper expenditure of the aforesaid advance,then the above written bond shall be void and of no effectotherwise the bond shall remain in full force and virtue and it ishereby declared that—

(a) all sums found due to the Government under or by virtueof this bond shall be recoverable jointly and severally from the obligorand the surety and their properties movable and immovable under theprovisions of the Revenue Recovery Act for the time being in forceas though such sums are arrears of land revenue or in such othermanner as the Government may deem fit;

(b) any forbearance, extension of time or indulgence on the partof the Government or any officer to the obligor whether with orwithout the knowledge or consent of the surety, shall not in any wayrelease the said surety, his heirs, executors, administrators, legal represen-tatives and assigns from his or their liability under the above writtenbond;

* Here insert the name of the individual to whom the advance is paid.** Here insert the name of the surety.† Here specify the amount of advances paid.‡ Insert the name of the deceased Government Servant.$ Insert the normal place of residence of the Government employee a

journey to which is admissible under the rules.166

FORMS

(c) that the stamp duty on this bond shall be borne by theGovernment. Signed and delivered by the above named obligor in thepresence of

1. . . . . . . . . . . . . . . .2. . . . . . . . . . . . . . . . .

Signed and delivered by the above named surety in the presence of1. . . . . . . . . . . . . . . . .2. . . . . . . . . . . . . . . . .

K. F. C. FORM 55(See Chapter VIII, Article 211)

Form of bond to be executed by grantees with sureties

KNOW ALL MEN BY THESE PRESENTS that we. . . . . . . . . . . . .(here enterthe name of the public/private institution/body/organisation/society, etc.,)registered under the . . . . . . . . . . . . . .Act. . . . . . . . . . . .(here enter number andyear of the Act) and having its office in the State of. . . . . .(hereinaftercalled “the obligors”) and Sri. . . . . . . son of. . . . . . . . . . . .resident of. . . . .(ii) Sri. . . . . . . .. . .son of . . . . . . . . .resident of. . . . . . . . .(hereinafter called “thesureties”) are held and firmly bound to the Governor of Kerala (herein-after called the ‘Government’ ) in sum of Rs. . . . . . . . .(Rupees. . . . .)only,well and truly to be paid to the Government on demand and withouta demur for which payment we bind ourselves and our successorsand assigns by these presents.

SIGNED and dated this the . . . . . . . .day of . . . . . . . one thousand ninehundred and . . . . . . . . . .

Signed by Sri. . . . . . . . . . andSri. . . . . . . . . . . . . . . . . . . .

For and on behalf ofthe obligors

In the presence of witnesses :(1)(2)

Signed by the sureties :1.2.

167

FORMS

In the presence of witnesses:(1)(2)

WHEREAS on the obligors’ request, the Government have as perGovernment order No. . . . . . . . . dated the . . . . . . . . .(hereinafter referred toas the “letter of sanction” ) which forms an integral part of these presentsand a copy whereof is annexed here to has Annexure ‘A’ agreed to makein favour of the obligors for the purpose of. . . . . . . . . . . a grant ofRs. . . . . . . . . . (Rupees. . . . . . . . ) only, (the receipt of which the obligors dohereby admit and acknowledge) subject to the terms and conditionscontained in the letter of sanction and also subject to the terms andconditions herein contained to which the obligors and the sureties haveagreed;

Now the condition of the above written bond or obligation is suchthat if the obligors shall perform all the terms and conditions containedin the letter of sanction and those condition which are applicableto the obligors according to the provisions of the Kerala FinancialCode or such other rules as may be framed hereafter in substitution foror in addition to the said Code, then the above written bondobligation shall be void and of no effect, otherwise the same shall beand remain in full force and effect:

Provided always that if the obligors have not utilised all or anyportion of the amount of grant for the purposes for which it was grantedor in the event of their failing to comply with all or any of the termsand conditions under which the grant was made then the entire amountof grant with interest due thereon as may be prescribed by theGovernment in this behalf shall become immediately payable in a lumpand the obligors and the sureties shall pay the same. If the obligors andsureties fail to pay the amount when demanded the Government mayrecover the same from them in the manner herein provided.

The obligors and the sureties hereby further agree that all sumsfound due to the Government under or by virtue of this bond shall berecoverable from the obligors and sureties and their properties movableand immovable under the provisions of the Revenue Recovery Act for thetime being in force as though such sums are arrears of land revenue andin such other manner as the Government may deem fit.

The liability of the sureties under this bond is co-extensive withthat of the obligors and shall not be affected by the Government givingtime or any other indulgence to the obligors.

168

FORMS

Signed and delivered by the above namedSri. . . . . . . . . . . . . . . .Sri. . . . . . . . . . . . . . . .for and on behalf of the obligors


Signed by the sureties Sri. . . . . . . . . . . . . .Sri.. . . . . . . . . . . . . . .


K. F. C. FORM 55 A(See Chapter VIII, Article 211)

Form of bond to be executed by grantees without sureties

KNOW ALL MEN BY THESE PRESENTS THAT we. . . . . . . . (here enter thename of the public/private institution/body/organisation/society, etc.)registered under the. . . . . . . . . Act. . . . . . (here enter number and year of theAct) and having its office in the State of. . . . . . . .(hereinafter called “theobligors”) are held and firmly bond to the Governor of Kerala (hereinafter called the “Government”) in sum of Rs. . . . . . . . (Rupees. . . . . . .)only well and truly to be paid to the Government on demand andwithout a demur for which payment we bind ourselves and oursuccessors and assigns by these presents;

SIGNED and dated this the . . . . . .day of. . . . . . . .one thousand ninehundred and. . . . . . . . . . . . .

Signed by Sri. . . . . . . . . . . . . . Sri. . . . . . . . . . . . . .for and on behalf of the obligors


169

FORMS

WHEREAS on the obligors’ request, the Government have as perGovernment Order No. . . . . . . . . dated the . . . . . . . . .(hereinafter referred toas the “letter of sanction” ) which forms an integral part of these presentsand a copy whereof is annexed hereto as Annexure ‘A’ agreed to makein favour of the obligors for the purpose of. . . . . . . . . . . a grant ofRs. . . . . . . . . . (Rupees. . . . . . . . ) only, the receipt of which the obligors dohereby admit and acknowledge subject to the terms and conditionscontained in the letter of sanction and also subject to the terms andconditions herein contained to which the obligors have agreed.

Now the condition of the above written bond or obligation is suchthat if the obligors shall perform all the terms and conditions which areapplicable to the obligors according to the provisions of the KeralaFinancial Code or such other rules as may be framed here after insubstitution for or in addition to the said Code, then the above writtenbond or obligation shall be void and of no effect, otherwise the sameshall be and remain in full force and effect:

Provided always that if the obligors have not utilised all or anyportion of the amount of grant for the purposes for which it was grantedor in the event of their failing to comply with all or any of the termsand conditions under which the grant was made, then the entireamount of grant with interest due theron as may be prescribed by theGovernment in this behalf shall become immediately payable in a lumpand the obligors shall pay the same. If the obligors fail to pay theamount the Government may be recover the same from the obligorsin the manner herein provided.

The obligors hereby further agree that all sums found due to theGovernment under or by virtue of this bond shall be recoverable from theobligors and their properties movable and immovable under the provisionsof the Revenue Recovery Act for the time being in force as though suchsums are arrears of land revenue and in such other manner as theGovernment may deem fit.

Signed and delivered by the above namedSri. . . . . . . . . . . . . . . .Sri. . . . . . . . . . . . . . . .

for and on behalf of the obligors


170

FORMSK

. F. C

. FO

RM

55

B(S

ee

Cha

pter

IX

, A

rticl

e 2

64 A

)R

egis

ter

for

w

atch

ing

Uti

lisat

ion

of

Loa

ns/A

dvan

ces

Off

ice

of.

. . .

. . .

. . .

Year

. . .

. . .

. . .

. .

Serial number

Number and date of sanction

Nature and details of loans/advances

To whom paid (name and address ofthe loanee)

Amount

Conditions regarding repayment

Date of encashment

Period allowed for the utilisation ofthe amount

Authority to whom utilisation certi-ficate is to be furnished

Date on which utilisation certificate isfurnished

Unspent balance, if any

Remarks

Rs.

12

34

56

78

910

1211

171

FORMS

K. F. C. FORM 57(See Chapter IX, Article 237)Form of written undertaking

(Form of written undertaking to be executed by undertaking/Corporation owned wholly by the State Government

at the time of sanctioning of the loan)Memorandum of written undertaking given on the . . . . . . . . . . .day

of. . . . . . . . . one thousand nine hundred and. . . . . . . . . . .by a companyincorporated under the Indian Companies Act, 1913/the Companies Act,1956 having its registered office. . . . . . . . . . . . . . . . . . . . . . a body corporateincorporated under the same name and style by and under. . . . . . (ActNo. . . . . . . . . . . . of. . . . . . . . . . ) having its office at. . . . . . . . . . . . . . . . . . . . . . . .a society registered under the Societies Registration Act (21 of 1860)/Travancore-Cochin Literary, Scientific and Charitable SocietiesRegistration Act, 1955 having its office at. . . . . . . . . . . . . . . . .(hereinaftercalled ‘the Company/Corporation’ which expression shall include itssuccessors and assigns) to the Governor of Kerala (hereinafter called‘the Government’ which expression shall include his successors andassigns).

WHEREAS the said Company/Corporation, etc., applied to theGovernment for a loan of Rs. . . . . . . . . . . . (Rupees. . . . . . . . . . . . . . only).

AND WHEREAS the Government have sanctioned in G. O. (Ms.) . . . . . . .dated . . . . . . . . . . . . a loan of Rupees. . . . . . . . . . . . . (Rupees. . . . . . . . . . . . . .only) to the Company/Corporation subject to the terms and conditionstherein contained and also those hereinafter appearing.

NOW IT IS HEREBY AGREED by the said Company/Corporation, etc.,that in consideration of the sum of Rs. . . . . . . . . . . . . . . . . . . . . . . . (Rupees. . . . . . . . . . . . .. . . . . . . . . . . . .. . . . . . . . . . . . . .only) lent by the Government toit, (the receipt of which the Company/Corporation both hereby admitand acknowledge) the Company/Corporation, etc., hereby agrees inaccordance with the said terms and conditions :

(i) to repay the loan in. . . . . . . . . . . . . . . . annual equal instalments,the first instalment repayable from the . . . . . . . . . . . . . . . .anniversary of thedate of drawal;

(ii) to pay interest at the rate of. . . . . . . . . . . . . . . . . . . .per cent perannum on the principal payable on each anniversary; and

(iii) in case of default in the payment of the instalment of theloan in accordance with (i) above and/or of interest in accordance with(ii) above, pay interest at the enhanced rate of. . . . . . . . . . .per cent perannum on such overdue payments.

172

FORMS

IT IS HEREBY FURTHER AGREED AND DECLARED THAT the saidCompany/Corporation, etc., shall not, without the written consent ofthe Government, encumber or alienate, create, and mortgage lien orcharge by way of hypothecation, pledge otherwise, or create otherencumbrances of any kind whatsoever on any part of its land orbuildings or/other structures and/or plant and machinery or any otherfixed assets owned by them.

AND IT IS HEREBY AGREED that the said principal amount lent bythe Government as aforesaid shall be used by the said Company/Corporation, etc., only for the purpose or purposes for which theaforesaid amount was sanctioned and for no other purpose whatsoever.

IN WITNESS WHEREOF these presents have been executed by the saidCompany/Corporation the day and year first above written.

Signed for and on behalf of. . . . . . . . . . . . . . . . . . . . . . . . . . .(Company/Corporation etc.) by

Sri. . . . . . . . . . . . . . . . . . . . . . . . .(name and designation)

Seal of the Company/Corporation

1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

173

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